06. Track Class, Customer, Location or Project in QuickBooks Online

EzzyBills can assign QuickBooks tracking data of Class, Customer, Location, or Project to a bill/expense, invoice and purchase order.

When EzzyBills processes a document, tracking information can also be extracted if:

• The tracking information is available on the document, or
• There is other data that can help us determine the tracking information.

How to set tracking data on bills?

• Method 1: User to assign the Class, Customer, or Location during approval.
• Method 2: EzzyBills automatically determines the tracking.
• Method 3: Track project

Method 1: User to set tracking during approval

At the time of approval, you can assign the tracking code (such as Class, Customer, or/and Location):

• from the dropdown list, choose one or more trackings (such as choose both Class and Location), or

• Tick “New Tracking” and manually enter the tracking data: if enter more than one tracking, separate them by a vertical line (|).
• An example below is “Export|Kingscliff Hills” (where “Export” is Class, and “Kingscliff Hills” is Location)

Below is an example of a bill exported to QuickBooks, with the class and location, as specified above.

Method 2: Tracking is automated based on data on the invoice

It can be done for class, customer, location or project. Only one of them can be done.

1) Class: working from the Tracking Keyword in EzzyBills Settings

• For example, a trucking company wish to track trucks. On the bill, there is the following wording:
  Truck Number: Truck A1
  (Here “Truck A1” is one of the classes in QuickBooks.)
• Then in the EzzyBills Settings, under Advanced Options, the following tracking keyword should be set. Click Save Settings afterwards.

2) Customer: working from the Tracking Keyword in EzzyBills Settings. 

• If the customer is not found, or there is no keyword to indicate where the customer is, you can use the Invoice To address block
• In this example here. The customer is specific in the invoice with the following wordings:
  Note: Property of 135 Sydney Street
  Here, “Property of 135 Sydney Street” is one of your customers in QuickBooks.

Then the tracking keyword setting should be:

• If you use sub-customer, EzzyBills only needs the information of sub-customer. The parent customer will be automatically populated using the information set in your QBO.

3) Location: working from the Tracking Keyword in EzzyBills Settings

• if no location is found, or there is no keyword to indicate where the location is, use the Invoice To or Deliver To address block.

• To enable the Invoice To address block, you need to enable in Custom settings: adding “INVOICETO” or “DELIVERTO” to the TrackingType (see screenshot below)

4) Project: click this link for details

Method 3: Project Tracking

Click this link for details