How to Import / Link QuickBooks Desktop Items & Adjust Items Settings

Importing Items

Importing your QuickBooks Desktop “Items” into Inspect Point allows you to use these items on proposals, work orders and invoices.

First, navigate to Materials & Services (on your Settings page).

Then, click “Import” and then “Import from QuickBooks Desktop” –

If this is your first time on this page, you’ll need to press “Refresh from QuickBooks Desktop” to generate the list of items from QBD.

Select the item(s) you’d like to import, then press “Import from QuickBooks Desktop.”

Here is the item information that syncs from QBD:

• “Item code” which populates the Inspect Point “name” column
• Description
• “Category” which populates the Inspect Point “type” column
• Taxable status
• Price

The items you import will appear in your Materials & Services list with an icon indicating that they have been imported from QBD.

You will then be able to use these items anywhere you can use proposal corrections – for example, while building out proposals and work orders (which can then be converted to invoices) either from the back-end office side, or in the field.

Generally, the recommended workflow is to import “Items” from Quickbooks Desktop into your Materials & Services, and then use those corrections on proposals or work orders, which are then used on invoices. This has the benefit of saving time when building out proposals, work orders and ultimately invoices, and also allows you to track quantities in Quickbooks Desktop. In addition, using imported items will ensure accurate reporting on the QBD side.

Item Settings
If you would like items imported into QBD to update automatically when they are updated in QBD, you can turn on this setting here:

This makes it so that when the name, description, price or tax statuses is updated on QBD, it will automatically update in Inspect Point.
Note, if you do not wish to use Quickbooks Desktop items, you have the option to type in individual “generic” line items on your proposals, work orders and invoices.

In order for these to sync over properly, you have to choose a “default” item for them to map to. To do this, click into Settings -> Integrations -> QuickBooks Desktop. You will see a “Default Invoice Settings” section on this page. This is necessary to do in order for any invoice with a non-QBD line item on it to sync. 

Press “Request Sync.” Then, you will need to select an “item code” to which “generic” (non-QBD) line items should map to when synced over to QBD. Select it and then press “Save.”

The “generic” invoice line items will sync over with your default item selected in the “Item Code” field name. You will still be able to customize the description on either the Inspect Point or QuickBooks Desktop side.