If you're using QuickBooks (QB) and Payzerware for your job forms, like proposals and invoices, you might be wondering how to best use your QuickBooks item list. Let’s break it down and make it easy for you to understand how to manage and optimize this integration.
Understanding the Basics
First off, it’s important to know that your QuickBooks item list doesn't actually live in Payzerware. What does this mean? Simply put, your item list is displayed in Payzerware but managed entirely within QuickBooks. If you need to make changes—like editing item details or income accounts—you’ll need to do so in QuickBooks.
Using Your Item List Exclusively
You can opt to use your QuickBooks item list on its own without involving the Payzerware price book. Here’s how this works:
Search Functionality: When you're adding items to an invoice or proposal in Payzerware, you can search for and select items from your QuickBooks item list
Management: Any adjustments to item details or income accounts need to be handled in QuickBooks since Payzerware doesn’t manage these aspects.
Syncing: If you make changes to item names or prices on a job form in Payzerware, these changes will sync back to QuickBooks. This keeps everything up-to-date across your systems.
Integrating Your Item List with the Payzerware Price Book
Alternatively, you can use your QuickBooks item list in conjunction with the Payzerware price book. Here’s why this might be beneficial:
Enhanced Features: By bringing in items from QuickBooks into the Payzerware price book, you unlock additional features. You can categorize items, add product descriptions, manage warranties, serialize products, and manage pricing strategies.
Pricing Strategies: Payzerware’s price book allows you to set up detailed pricing strategies, including upcharges and discounts. While these strategies do apply to QuickBooks item list items, you will need to import these items into the Payzerware price book to fully utilize the features. The price book allows you to edit the prices and even turn the strategies off for certain items. Without using the price book, the only option is to apply the strategy by default.
The Takeaway
So, what’s the best approach for you?
If you want simplicity: Stick with your QuickBooks item list alone. It’s straightforward, and you’ll handle everything in QuickBooks.
If you want more control and features: Use your QuickBooks item list with the Payzerware price book. This way, you can benefit from the advanced features of the price book, like detailed categorization and flexible pricing strategies.
By understanding how to use these tools together, you can streamline your job forms and keep your pricing and item details in tip-top shape.
