Integrate QuickBooks with Gas Engineer Software

Please note: Gas Engineer Software can't integrate with QuickBooks Self-Employed products.

Gas Engineer Software's integration with QuickBooks offers one-way synchronisation.

This means that any customers or invoices you create or edit on Gas Engineer Software will sync to QuickBooks. However, changes you make on QuickBooks will not sync to Gas Engineer Software.

Existing customers, invoices, and payments do not sync across until you edit them, as this is what triggers the sync process.

The following guide will walk you through the integration with QuickBooks.

Ensure you have a QuickBooks account linked to your bank details before beginning the integration process, as you will be asked to select the account you want to sync payments to.

If any of your customers on Gas Engineer Software already exist in your QuickBooks account, there may be additional setup steps. Please contact us and we'll help with your setup.

Similarly, it is not currently possible to prevent the duplication of existing records created in both Gas Engineer Software and QuickBooks separately.

If you have yet to add any data to QuickBooks, then the above does not apply to you.

Accounting integrations are available to Pro Plan users only. If you are not currently on the Pro Plan, you will need to update your subscription.
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This can be done from the Subscription Details page:

Next, you need to select which bank account you want invoice payments from Gas Engineer Software to sync to.

Choose from the drop-down menu and click the "Save" button.*

*If you have not added your bank account yet, it is highly recommended that you do so now, before authenticating.

If there is no bank account, a dummy one will be created for payments. If payments get made to this account, you can only move them from it individually to another bank account at a later date. This is avoidable if you add your bank first.

After this step has been completed, your Gas Engineer Software account will then be linked with your accounting software. The status indicator on your Integration Settings page should now indicate that the link is active.

There are only two settings for the integration:

Simply tick the ones you would like to sync to QuickBooks.

If any issues occur while the integration is active, they will be logged on your integration settings page.

Gas Engineer Software will provide you with links to the record being synced when the fault occurred, but the following is a more detailed explanation of common errors:

This is indicating that the customer name is already on your QuickBooks database. You will need to manually alter the display name of the contact within QuickBooks to allow Gas Engineer Software to create the customer. Then, edit and re-issue the invoice to redo the syncing process.

Once the customer has synced over to QuickBooks, you can then change the display name back to the original. You'll need to ensure that the display names match, as this will prompt you to merge the two contacts. You'll only need to do this once.

The invoice that you are trying to edit is linked to a customer who has been deleted.

It is possible to restore your deleted customers

The invoice that you are trying to sync has had the customer archived within Gas Engineer Software. You will need to restore them to continue.

This occurs when a deleted QuickBooks customer has been edited in Gas Engineer Software. It is not possible to edit a customer after they have been deleted.
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It is possible to restore your deleted customers

This error occurs if multiple users are editing a single record or customer simultaneously. Through normal use of our software, this won't be an issue.

An invoice that Gas Engineer Software has attempted to sync to QuickBooks shares an invoice number with an existing record that is already in QuickBooks. You will need to adjust your invoice numbering in your Settings to ensure that the invoice numbers are unique

Open the Subscription Settings and remove it by clicking on the "Manage Subscription" button.

The only way to sync older records is to open the individually on the web portal, and then quickly edit and re-issue the invoice. This will update the invoices, timestamp, and sync them over immediately. This is the same for contacts/customers. Any edits to a contact not already in QuickBooks will sync that contact over immediately.

Syncing usually occurs straight away, but there can be delays depending on connection or congestion. The sync is automatic - if you issue an invoice, it will automatically sync the invoice and the customer.

If you find that you have created a duplicate contact in the syncing process, you can merge the two contacts together in QuickBooks and keep the existing invoices of both under one. The key is to merge the existing QuickBooks contact with the newly synced/created Gas Engineer Software contact. This is because invoices for this contact will be linked to the Gas Engineer Software version of this contact.
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On Gas Engineer Software, you can mark invoices as Construction Industry Scheme (CIS) if needed. However, QuickBooks doesn't automatically recognise this as a CIS ledger item. You will need to change this manually. Once the invoice has synced across, you can edit the invoice from QuickBooks, go to the line item and change the account ledger it has been allocated to and save.