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Mapping Services in Mydoma to QuickBooks Income Accounts
Mapping Services in Mydoma to QuickBooks Income Accounts
Sarah Daniele avatar
Written by Sarah Daniele
Updated over a week ago
QuickBooks Superior Real-Time Integration Partner - FieldEdge

Mapping Services in Mydoma to QuickBooks

In Mydoma Studio, your invoices can include both services and products that you sell. When exporting a paid invoice from your Studio that contains services, you have the ability to control where the income is allocated in QuickBooks. This is achieved by mapping the set service category in Mydoma to a specific income account in QuickBooks.

If you need to make changes to the chart of accounts directly in QuickBooks, you have the flexibility to do so. By modifying the income account for a specific item within QuickBooks, that particular item will follow the updated account mapping moving forward.

How to assign an income account to a Service:

Here's an example that demonstrates how to map your existing services in QuickBooks to Mydoma Studio and as a result income will go to the correct account every time!

  1. Open your QuickBooks Online account in one browser tab and your Mydoma Studio account in another.

  • To locate your Services in QuickBooks Online, go to "Get Paid & Pay" and then "Products & Services." You can also sort them by "type" to group them together.

2. In this example, we have a service in QuickBooks called “Service for a vendor”. Click the “edit” button on the far right to learn some more information about this service.

By default, when a service is sold in Mydoma Studio (added to an invoice and payment is collected), the income generated from that service will be automatically directed to the "Mydoma Service Income Suspense" account.

3. Now we want to switch over to Mydoma Studio and see if we have the same service set up.

In the Mydoma Studio Navigation Menu go to "Services." You’ll see a list of all the services you sell and can cross reference your services in QuickBooks to those in Mydoma Studio.

***Note: Ensure the name of the “service,” in QuickBooks matches EXACTLY to the one in Mydoma Studio. Upper/Lowercase/Spaces all need to be consistent. Otherwise this may cause an error, or create a new service in QuickBooks. ***

If the spelling/ punctuation isn’t exact when you export an invoice from Mydoma Studio to QuickBooks you will create a “new service” in QuickBooks. Essentially you would have “Design Fees” & “design fees”.

4. Following the same example we’re looking for a service called “Service for a vendor” in Mydoma Studio. To edit the name of the service, click on the three-dot menu icon (more menu) located at the top right corner of the service tile or listing.

5. From the options that appear, select "Edit Service."

6. A text field should appear, allowing you to type in the new name for the service. Once you've entered the desired name, click "Done" to save the changes.

What if a service from QuickBooks doesn’t exist in Mydoma Studio?

If the service “Service for a vendor” does not already exist in your Mydoma Studio account you can create a new service by clicking “+ Add new” in the top action bar. Alternatively if you have a service in Mydoma Studio with a similar name you can edit that services name. The choice is up to you!

When we export a paid invoice from Mydoma Studio that has the line item “Service for a vendor,” the income will automatically be put into our Income Account! This little bit of effort will give you clarity into your business and make both you and your accountant are happy!

Now repeat this process for all the services you have in QuickBooks.

What happens if I create an invoice in Mydoma Studio that has a service that isn’t set up in QuickBooks?

If the service doesn’t already exist in QuickBooks, the service will be automatically created in QuickBooks and your income will be placed into the Income account you set for Services. The next example will walk you through this scenario and how to map new services created in Mydoma Studio to income accounts in QuickBooks.

  1. An invoice has been created in Mydoma Studio with a service that doesn’t exist in your QuickBooks account. The exported paid invoice will show up as income in your QuickBooks account in the Income account you set for Services in Mydoma Studio. This account is automatically created in your QuickBooks when a service in Mydoma Studio doesn’t existing your QuickBooks.

  2. To locate your Services in QuickBooks Online, go to "Get Paid & Pay" and then "Products & Services." You can also sort them by "type" to group them together.

  3. From the options that appear, select "Edit Service." Look for the drop-down menu that specifies the income account, which may currently display "Mydoma Service Suspense Account."

  4. Check mark “ Also update this account in historical transactions” - by checking this box all past “Service for a vendor" will automatically be moved to the new income account!

  5. Now every time you sell a "Service for a vendor" the income will be put into the destination account instead of the "Mydoma Service Suspense Account."

What happens if I don’t map services?

First it’s not the end of the world. You will still be able to export the paid invoice to your QuickBooks account. If services are not mapped by default, the income will go into the “Mydoma Service Suspense” account. This income can be moved as required to the appropriate income account.

What happens if I change an income account that the service category has been previously mapped to?

Existing Invoices that have been exported to QuickBooks will not be affected by the change. If you want to change those you can do so within QuickBooks by editing the income account for the individual service(s)

Going forward invoices that are exported with newly mapped categories will put all services income into the correct account.

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Happy designing!

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