Another ledger we would rather feed than replace.
CubeMSP and QuickBooks
Recurring service billing and chargeable time pushed to QuickBooks Online as drafts, with client accounts kept in step.
- Accounting
- No per-connector licence
- 01234 672 617
QuickBooks Online is the third of the three accounting systems we are asked about, and the approach is identical to the other two: CubeMSP works out what should be billed, from services held per client and time booked against work, and hands it over as draft invoices with the coding applied. What happens after that is a finance process that already works and does not need our involvement.
What moves
Exactly what is synced, and which way
Being specific about this up front avoids the single most common integration disappointment - discovering after go-live that one field never travelled.
- Out of CubeMSP
Recurring service invoices
Draft invoices per client from the services held against them, with quantity, price, period and account coding applied.
- Out of CubeMSP
Chargeable time and project work
Billable time entries and delivered milestones as invoice lines, each carrying its incident or task reference.
- Both ways
Customers
Client records kept aligned in both directions, with one system nominated as master per field.
- Into CubeMSP
Payment status
Paid and overdue reflected back onto the client view, so credit position is visible where the relationship is managed.
How it behaves
The detail that decides whether it is actually useful
Drafts for approval
Invoices land as drafts. The calculation is automated; the decision to send is not.
Recurring cycles handled together
Monthly, quarterly and annual services billed on their own cadence in one run, with pro-rating from effective dates.
Unbilled work found first
Billable time not yet on an invoice listed before the run, while it can still be added.
Coding applied automatically
Service categories mapped to income accounts and classes once, during implementation.
Setting it up
Three steps, done during implementation
Connect your QuickBooks Online company through OAuth consent.
Map service categories to income accounts and classes.
Run one period in parallel and reconcile before switching over.
Questions
What people ask about this one
It is planned rather than built. The billing run exports as a spreadsheet in the meantime, which is what most early customers use.
No. QuickBooks Online only. Desktop would be a file-based export and we would scope it separately if there were demand.
No. Customers are matched on a stored identifier rather than on name, and unmatched records are listed for you to resolve rather than being created speculatively.
Tax codes are mapped per service category during setup and applied to the draft. As with everything on the finance side, the first period is run in parallel and checked before it is trusted.
Related
Usually set up at the same time
- XeroRecurring service billing and chargeable time pushed to Xero as draft invoices, with the ledger staying exactly where your accountant wants it.
- SageBilling data from recurring services and chargeable time exported into Sage, for firms whose finance function is not moving and should not have to.
- REST API & WebhooksA documented REST API and webhooks on every meaningful event - included in the platform, not licensed per connection.
QuickBooks
Check the QuickBooks detail before you commit
Send us the specifics - your chart of accounts, your tax treatment, your product structure - and we will tell you exactly how it maps rather than promising it will be fine.