Parent/sub-organization and job-level invoicing
About parent/sub-organizations and job-level invoices
NOTE To learn everything about the QuickBooks Extension for Desktop, refer to the landing page for documentation links, configuration steps, videos, and walk-throughs that help you set it up.
Autotask parent organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site./sub-organization Previously: Subsidiary. Your Autotask instance may be configured to use one of the following terms instead: Sub-Account, Sub-Business Unit, Sub-Client, Sub-Company, Sub-Customer, Sub-Site. should not be confused with the Customer:Job relationship in QuickBooks.
- A sub-organization in Autotask is a regular organization that is linked to another organization (the parent organization Your Autotask instance may be configured to use one of the following terms instead: Headquarters, Parent Account, Parent Client, Parent Company, Parent Customer.) in such a way that you have the option to invoice the parent for sub-organization billing items. A sub-organization is typically a customer location or franchise of the parent organization that in all respects except billing needs to be set up as an organization, with a separate address, contacts, devices Your Autotask instance may be configured to use one of the following terms instead: Asset, Configuration Item, Installed Asset, Installed Product., etc.
- Here is how QuickBooks Help describes a job: "An optional way to keep track of larger orders, such as those placed by different departments within the same organization. Another name for a job that might have more meaning for your business is project, policy (insurance), or case (legal)."
Billing the parent organization for sub-organization items
If you have set up sub-organizations in Autotask because you would like to track a separate customer location, sub-organization, or franchise with regard to contacts and labor, you can direct the billing for the sub-organization to the parent organization as follows:
- On the sub-organization's Invoice Settings page, select Invoice non-contract items to Parent Organization. Any items not covered under a sub-organization contract will be billed to the parent organization.
- You can set up a contract under the parent organization and apply this contract to sub-organization projects or tickets. The parent contract will lock the parent organization as the billing organization.
- At the time when you run an individual invoice for the parent, you can check the Show Sub-Organization Items check box and include all or selected un-invoiced items on the parent invoice.
- When the parent invoice is transferred to QuickBooks, it is a customer-level invoice that displays the [Sub-organization] name in the Item Description field of sub-organization invoice items. For additional information on parent sub-organizations and invoicing a parent organization for sub-organization items, refer to Overview of organizations and Invoicing sub-organization items to a parent organization.
Generating a job-level invoice
You can structure organization names in Autotask in such a way that they map to a QuickBooks Customer:Job. For this to work, each job must be set up as a separate organization record in Autotask.
NOTE It is helpful to make such "job" organizations sub-organizations of the "customer" organization in Autotask to easily search and report on them.
If you would like sub-organization items to be billed to the parent/customer in QuickBooks but on a job level invoice:
- Set up the sub-organization name in Autotask by first copying the parent organization name, then entering a tilde, then the QuickBooks job name. Example: Acme Parent~Acme Sub-organization.
- Then in QuickBooks, enter the Job name under the parent Customer Record. Example: Acme Parent:Acme Sub-organization.
- Process the invoice in Autotask for the sub-organization Acme Parent~Acme Sub-organization.
- During the transfer, the QuickBooks Extension will replace the tilde with a colon and apply the transferred invoice to the Customer:Job Acme Parent:Acme Sub-organization.
- All items on the invoice are billed to the parent/customer in QuickBooks, regardless of Autotask contract settings.
