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/sub-organization 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) 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, 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:

  1. 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.
  2. 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.
  3. 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.
  4. 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:

  1. 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.
  2. Then in QuickBooks, enter the Job name under the parent Customer Record. Example: Acme Parent:Acme Sub-organization.
  3. Process the invoice in Autotask for the sub-organization Acme Parent~Acme Sub-organization.
  4. 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.
  5. All items on the invoice are billed to the parent/customer in QuickBooks, regardless of Autotask contract settings.