07. Product/Service Code Extraction (item codes)

QuickBooks uses Product/Service codes to manage inventory, non-inventory and service items. EzzyBills fully supports these invoices by automatically extracting and exporting Product/Service codes, quantities, and unit prices directly into QuickBooks.

How to Turn on Item Code Extraction in EzzyBills

1. Log in to EzzyBills.
2. Click Settings and expand Advanced Options.
3. Check the box for “Allow Stock Invoices”.
4. Click Save Settings.

How It Works

Once “Allow Stock Invoices” is enabled, EzzyBills will process incoming invoices using the following matching logic for each line item:

• Exact Match: We extract the item code and description from each invoice line. We first look for an exact match for the item code in your QuickBooks account. If found, we export it directly into the Product/Service column alongside the quantity (QTY).
• Fuzzy Match (Description): If the exact item code does not exist in QuickBooks, we use the invoice line description to search for a match—a process called “fuzzy item code matching.” If a close match is found based on the description, we export the line to QuickBooks with those item details and quantity.
• Category Fallback: If neither the item code nor the description can be matched to your QuickBooks Product/Service list, the line item will be exported to QuickBooks Online without item details and placed instead in the Category section.

Screenshot 1: Example of successfully exported item codes in QuickBooks Online.

Screenshot 2: Example of a mixed invoice where one line item had no match in QuickBooks (exported to Categories), while the other two lines matched successfully.

The “Default Item Code” Setting

If you navigate to Advanced Options in your EzzyBills Settings, you can configure the Default Item Code field to control how unmatched items are handled:

1. Setting a Specific Default Item Code

If you enter a specific item code here (and that code exists in QuickBooks), EzzyBills will export all lines of your invoices using this default item code.

• Note: This will ignore the individual item codes on the invoice and skip description matching.
• Important: You must use the SKU code for this Product/Service from QuickBooks. If no SKU is specified in QuickBooks, use the item’s Name instead. Ensure this item exists in QuickBooks before enabling this setting.

Example of a QuickBooks item without a SKU. In this case, use the Name field instead.

2. Setting it to “AUTO”

If you set the Default Item Code to AUTO, EzzyBills will attempt to use the item codes directly from the invoice. If any of those item codes do not currently exist in your QuickBooks account, EzzyBills will automatically create them for you in QuickBooks.

By default, new items will be created as Service items. If you would like EzzyBills to create them as Inventory or Non-Inventory items instead, you can click the dropdown menu to select your preferred type:

3. Leaving it Empty (Default Behavior)

If the Default Item Code field is left blank, EzzyBills will not create new item codes in your QuickBooks account. This means you must manually add any new item codes to QuickBooks before uploading your invoice.

• Tip: After adding a new item to QuickBooks, remember to click “Reload Data & Learn” in your EzzyBills Settings so the system recognizes the new code immediately.