Jobber QBO Sync - New Jobber Account

How To Sync Jobber & QBO Successfully

The Jobber to QBO (Quick Books Online) sync gets a bad rap, and it shouldn’t.  There are a lot of businesses using this sync successfully with very few issues and it can truly save A TON of work in your business. 

I will cover how to best handle your integration to avoid errors and give you the best outcome as well as some common problems you may face.  Download my quickstart checklist guide to get started.

New Jobber Account With An Existing QBO Account

Set Up In Jobber

If you are new to using a customer management system (CRM) like Jobber, for example moving from pen and paper or a collection of softwares to manage your admin it is important to take the program for a spin before you involve your quickbooks. 

Jobber is the most forgiving and user friendly software you will find for your small trades business but it is important to understand the basic workflow.  I won’t get into all the details here but I do have a Glossary of Jobber Terms and a Basic Jobber Workflow Walkthrough, and a Jobber Set Up Guide.

Don’t jump right in with customer imports and products and services right off the bat.  Work through your settings first, which takes about 15 minutes.

All you need to get started is in the General Settings Menu:

  • Company Name 
  • Company Phone Number
  • Company Address 
  • Company Email Address 
Jobber General Company Settings | Jobber Set Up

This will update your templates for your quotes, invoices, and customer notifcations.

You can now play around with the workflow and make sure it is a fit for your business. 

See my complete run through of The Jobber Settings Here

Connect Your QBO Account

Quickbooks Online App In Jobber | Jobber SyncClick on “Apps” on the home screen and find the Quickbooks Online App.  

Click “Connect” to open the QBO App and sync settings.

Tip: If you are helping another business set up their account make sure you are signed out of all other QBO accounts before proceeding. 

Follow the prompts to connect to the appropriate Quickbooks account. 

 

Syncing QBO Information To A New Jobber Account

Clients

If you have a new Jobber account that you are going to sync with an existing QBO account it is important that you use the sync to import your clients and products and services from QBO to Jobber.  This process will build the appropriate connections between clients in both softwares.  

 

Products & Services

If you are starting a new Jobber account you will want to push your products and services from QBO to Jobber.  I recommend either a direct sync or exporting a list from QBO and updating that list if you have inactive products and services in QBO that you don’t want pushed to Jobber. 

If a direct sync is done and a product or service is pushed over to Jobber that isn’t currently active you can hide the product or service from the price list in Jobber.

Inputting Initial Balances In Jobber

One thing your quickbooks sync cannot do for you is set an initial balance for you in Jobber.

The initial balance is manually entered on the client profile under “Billing History”

This should be done immediately before making the switch to billing using Jobber to ensure that the account balance matches your quickbooks account.

Setting A Starting Invoice Number

If you are connecting Jobber to an existing QBO account you must update the invoice number to a number that has not been used in QBO.

Jobber starts all numbering from 1.  A good practice is starting at 1000 which is what most QBO accounts are started at.  If you start your Jobber invoicing at 1 and QBO was started at 1000 you will have issues once you reach the 1000th invoice. 

Tip: Give yourself some wiggle room.  For example if you are at invoice 451 when making the switch to Jobber Invoicing start your invoices at 500.  There always seems to be the need to invoice something in QBO while making the switch or if you have a large customer base making the switch can be a handful for some businesses.  Share this lapse with your bookkeeper or accountant to ensure they understand where those 50 invoices went. 

Jobber Payments Chart of Account Set Up

If you are using the new Jobber sync (which works substantially better than the old sync) you may have to update your chart of accounts in QBO.  The new sync separates your payouts and syncs the money to its designated accounts.  If you have switched to the new sync or have synced Jobber to QBO and are showing payout errors this is likely the cause.  See my QBO trouble shooting guide.

Accounts For Allocation

Jobber Payments Choose the income account you would like your payouts to record to.  This is typically the account you have set to receive the Jobber Payments. 

Jobber Fees Expense Account Jobber now separates the fees from the payout and allocates it to the expense account of your choice.  If you would like your Jobber fees separated from other fees you pay set up an account named Jobber Fees 

Undistributed Tips Account Even if you don’t collect tips from your customers or you don’t have the feature turned on in Jobber it is best to proactively set up this account to prevent errors in the future should one of your customers leave one for you or your team.  Where you set up this account within your Chart of Accounts will depend on your individual business and your process for processing and paying out tips.  

If you already have accounts for these types of transactions you can choose the accounts from the drop down menus in the Jobber QBO set up.

Errors that may show after the sync

Unique Client Name Error In Jobber

If you had zero client names in your jobber this error should not be an issue.  Because you synced through QBO to Jobber you shouldn’t have any clients to be duplicated.  

If this error is showing, it may be your tester client account or anything else you set up in Jobber that would have already been in QBO.  Delete the client you set up in Jobber and use the one that Quickbooks is offering you as it is already mapped into Jobber.

Tax Errors In Jobber

By far the biggest struggle for home service businesses using Jobber is tax rates.  There are a few errors that may pop up here once you start invoicing in Jobber.

Tax Names Not Matching If your tax rate is not named the same in Jobber as it is in QBO you will get a Warning.  Warnings indicate that your invoice was pushed through but that it didn’t look exactly like it would in QBO.  Warnings can and should be ignored if it is regarding the NAME of a tax. 

If you are in the United States and your product is taxable, it is best to set up a single flat tax rate for your products in Jobber named “State/County/City Tax” this will give you the correct invoice total in Jobber which is all that pushes over to QBO.

Invoice Totals Not Matching If you take only one thing from this article let it be this… Jobber processes tax rates differently than QBO.  

If you use a single flat percentage rate for taxes in Jobber you will always get the correct invoice total to push to QBO.  This method will give you the warning about tax names not matching which can be ignored.  All can be ignored at once however make sure to check your sync errors often to ensure any other issues are tended to first.

If you create tax groups with multiple tax rates in Jobber, Jobber will add all tax rates to invoice SEPARATELY which will give you rounding discrepancies in QBO 100% of the time.  The naming error will go away but your account balances will NEVER match which will have to be manually fixed in QBO and that isn’t fun.  

Important Advice Moving Forward

The Jobber to QBO sync can save your business a ton of time and effort and eliminate errors if it is used properly but there are a few things to remember:

Monitor Your Bookkeeping

Monitoring Is Important! Depending on the amount of invoices you push out of Jobber per day should determine how often you check on your QBO sync and account balances.  If you only monitor Jobber or you only look at QBO you won’t see the whole picture.  If you have 5000 customers and 40 invoices are sent a day it is very important to stay on top of your invoicing.  You don’t want to to lose a week at the end of the year fixing everything you let fester and you don’t want to pay a professional accountant to clean up your mess at year end.  If you work with a virtual or remote bookkeeper give them a login and ask them to take a peak once in a while if you can’t.  

Use Existing Products & Services

When I work with my clients I will look at the number of products and services they have in their actual products and services and compare that to the report of products and services that have been invoiced over the last year.  

I always find the same thing….

# of Products and Services – 50 

# of Products and Services Invoiced – 149

Jobber makes it incredibly easy to make a custom line item for a job or invoice.  The product and services you pushed over from QBO during your sync should be the products and services you choose from when creating a quote, job, or invoice.  Descriptions can be unique to the job but the actual line item name should stay consistent and how you would like it to appear in your reporting. If you are adding a new product or service, add it to the service menu and use the line item search to help you find the correct line item for the work you are doing. 

Use Jobber with your bookkeeping in mind

The way you create an invoice an invoice in Jobber should be the way you would enter it in QBO.

If you have technicians doing invoicing in the field make sure they are trained on the way invoices are completed.  This should be just as important as the work they are doing in the field.  The office should not have to oversee everything they bill to make sure the line items are correct and the customer was billed correctly.

Clean up your accounts in QBO before you sync.  If you have been using quickbooks since your first day in business, I guarantee there are a handful of accounts you know not to use.  Don’t push those over to Jobber or if they are in Jobber edit the product and service to remove it from the list of choices. 

Existing Jobber With An Existing QBO Account

Existing Jobber Account With A New QBO Account

Growth Virtual Services

Why you should consider offering maintenance plans & subscription services:

They also keep you connected with your customers so you are top of mind when they need help or a friend needs a referral.  

Maintenance plans may be a low ticket price but they keep you in your customers homes regularly and can often be performed during slow times.

Having a scheduled maintenance plan sets a standard for your customers on how to care for their investment.  This is appreciated by the customer and shows you have their best interest in mind. 

If your business offers a maintenance program that is uncommon in your trade you will become an easy choice for customers

Maintenance plans in Jobber can be set to automatically renew with Jobber Payments.  This means hassle free renewals or monthly admin work for you and one less thing to worry about for your customer. 

90 Minute Jobber Strategy Call

If you only need a little help with Jobber this call might be all you need to reach your goals.

If you need some inspiration I can help you strategize what Jobber can do for you

If you have a Jobber "Wish List" lets make it happen.

Calls are recorded and sent within 2 business days with any supporting documents and recommendations mentioned in the call.

One-On-One Jobber Training

Master your Jobber account with one-on-one Jobber training over zoom. Jobber training is recommended for anyone that uses Jobber for day to operations of the business such as sales, dispatching, billing, and team management.

Implementation

If you need help getting caught up with a Jobber Cleanup as part of your action plan or after a busy season I offer virtual assistance to complete clean ups and other action plan items on a temporary/hourly basis
Tasks may include:

Jobber Audit & Action Plan

A Jobber Audit includes an in depth look into how you are currently using Jobber. I will look to see if you could better implement Jobber for the work that you do and find ways to streamline your daily administrative tasks within Jobber.

If you are connecting Jobber to an existing QBO account you must update the invoice number to a number that has not been used in QBO.

Jobber starts all numbering from 1.  A good practice is starting at 1000 which is what most QBO accounts are started at.  If you start your Jobber invoicing at 1 and QBO was started at 1000 you will have issues once you reach the 1000th invoice. 

Tip: Give yourself some wiggle room.  For example if you are at invoice 451 when making the switch to Jobber Invoicing start your invoices at 500.  There always seems to be the need to invoice something in QBO while making the switch or if you have a large customer base making the switch can be a handful for some businesses.  Share this lapse with your bookkeeper or accountant to ensure they understand where those 50 invoices went. 

Jobber Payments Chart of Account Set Up