Automate your QuickBooks Online Invoicing workflows with Limble CMMS

We’ve added the ability for Limble CMMS to integrate into QuickBooks Online to automate labor and invoicing workflows. Limble gives you full control over what fields get synced with various tags to customize what you want QuickBooks to do with the information.

Advantages of using our QuickBooks Integration

Using Limble CMMS, our integration will:

Save you time by automating data entry

Not only will Limble save data into QuickBooks if updates take place on Limble’s end it will also update the task’s invoice in QuickBooks automatically.

Live Quickbooks sync – with no human error

Labor categories and Services sync so when work is done, you know how to invoice with the right amounts every time.

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How the integration works

Within Limble, Labour Categories with their own labor and billable rates need to be set up.

These Labor Categories are synced with services on Quickbooks.

Custom tags need to be created in Limble. They can be added to any task. These tags are configured to set up the amount for invoice line items in Quickbooks.

These tags can then be added to any task and based on their tag configuration within the QuickBooks configuration tool an invoice will be generated upon task completion. 

In addition to labor costs, invoice costs on a task will be added as a line item on the QuickBooks invoice. The invoice cost on QuickBooks would be the sum of all invoices added to the Limble task, and any invoice upcharges added within the QuickBooks configuration tool.

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Enjoy the benefits of automated workflows once QuickBooks is integrated

When saving a task in Limble, the QuickBooks tags show up, and it is easy to select what options a task or asset will have for any work done.

Once the tags have been selected and work has been added to Limble…

…they will then sync into QuickBooks.

You can see in this example of one hour being recorded and then synced to QuickBooks as one hour on the invoice.

Calculating labor and invocable events hasn’t been easier!

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Setting up QuickBooks with Limble

1. Login

Login into the QuickBooks configuration tool using your Limble API ClientID and Client Secret. It can be found within the API Settings in the Limble Configuration.

2. Tag Configuration

Configure your tags and the effect they have on invoices and QuickBooks services. These are the options:

Fixed Amount

When this tag is added to a task, a fixed upcharge will be added to the invoice. You can decide what Quickbooks service this upcharge is linked to.

Example: we want to add a flat charge of $40 to clean the Dryer Vent.

Tax-Exempt

When this tag is added to a task, everything related to this task will be tax-exempt in QuickBooks

Percentage

When this tag is added, a new line item is added to the invoice in QuickBooks that applies a percentage Upcharge based on the labor cost. You can decide what Quickbooks service this upcharge is linked to.

Example: We want to add an upcharge of 7 percent to the Dryer vent cleaning.

Invoiceable

When you mark a tag with Invoiceable, only tasks in Limble that have this tag will create invoices in Quickbooks.

Bill to Parent

The task costs will be billed to the Parent Asset in Limble. This is useful when several parts and suppliers are involved.

3. Labor Mapping

Map the Limble Labor Categories to a service on QuickBooks. When a Labor Category is added upon task completion on Limble, an Invoice Line Item with the name of the QuickBooks service will be added to the invoice. The amount is determined using the billable rate of the Labor Category.

4. Asset Mapping

Map Limble assets with a customer on QuickBooks. When a Limble task is completed on an Asset mapped to a QuickBooks customer, on task completion, an invoice is generated for that QuickBooks customer. The amount is determined by the labor category mapping created in the Labor Mapping step.

5. Bill Details

Map specific asset fields to invoice details such as the billing address in QuickBooks invoice.

6. Invoice Upcharges

Add an additional invoice upcharge for any invoice amounts added on tasks in Limble. This can be broken down into ranges for invoice amounts and added a fixed amount or a percentage cost to the sum of all invoice costs incurred on a task. Select a QuickBooks service that will appear as a line item on the QuickBooks invoice.

7. Webhook Endpoint

For creating a QuickBooks invoice once a task is completed, we add a Task webhook to your Limble Account to listen for a task completion event.