Switching invoicing method

SortScape supports three invoicing options:

• SortScape built-in invoicing — create, send, and manage invoices inside SortScape
• Xero — create Xero invoices from SortScape visits
• QuickBooks Online — create QuickBooks invoices from SortScape visits

You can only use one option at a time. If you want to change how you invoice, you can do it yourself from the admin settings. You do not need to contact support.

You must be logged in as an administrator to change invoicing method.

Overview

From	To	What to do
Xero	QuickBooks Online	Disconnect from Xero, disable Xero, activate QuickBooks
QuickBooks Online	Xero	Disconnect from QuickBooks, disable QuickBooks, activate Xero
Xero or QuickBooks Online	SortScape built-in invoicing	Disconnect (if connected), disable the integration, enable SortScape invoices
SortScape built-in invoicing	Xero or QuickBooks Online	Disable SortScape invoices, activate the integration, connect

The steps below walk through each change in detail.

What happens when you disable an integration

When you disable Xero or QuickBooks Online integration, SortScape will:

• Turn off that integration for your account
• Remove links between SortScape contacts and customers in your accounting system
• Remove links between SortScape materials and products or services in your accounting system
• Remove links between SortScape and invoices previously created in that accounting system

Your SortScape data is not deleted. Contacts, properties, visits, schedules, and quotes stay in SortScape. Only the links to the accounting system are removed.

Invoices already created in Xero or QuickBooks Online stay in those systems. Invoices already created in SortScape stay in SortScape.

This cannot be undone. If you connect again later, SortScape will treat it as a fresh connection and re-import customers and products from your accounting system.

Switch from Xero to QuickBooks Online

1. Open the admin Cog and go to Integrations > Xero integration.
2. If you are connected to Xero, click Disconnect from Xero first.
3. Click Disable Xero integration (also available from Integrations > Accounting).
4. Review the warning on the confirmation screen and click Disable Xero integration to confirm.
5. Open Integrations > Accounting and click Activate in the QuickBooks Online box.
6. Open Integrations > QuickBooks integration and click Connect to QuickBooks Online. Follow the prompts to sign in and choose your company.

See Integrating with QuickBooks Online for full setup details.

Switch from QuickBooks Online to Xero

1. Open the admin Cog and go to Integrations > QuickBooks integration.
2. If you are connected to QuickBooks Online, click Disconnect first.
3. Click Disable QuickBooks Online integration (also available from Integrations > Accounting).
4. Review the warning on the confirmation screen and click Disable QuickBooks Online integration to confirm.
5. Open Integrations > Accounting and click Activate in the Xero box.
6. Open Integrations > Xero integration and click Connect to Xero. Follow the prompts to sign in and choose your organisation.

See Integrating with Xero for full setup details.

Switch from Xero or QuickBooks Online to SortScape built-in invoicing

1. Open the admin Cog and go to your accounting integration screen:
   • Xero integration, or
   • QuickBooks integration
2. If you are connected, disconnect first.
3. Click Disable for your current integration and confirm on the warning screen.
4. Open the Invoice settings screen.
5. Turn on SortScape invoices enabled.

You can now create and send invoices directly from SortScape. See Invoicing customers and Setting invoice due dates for built-in invoicing settings.

Switch from SortScape built-in invoicing to Xero or QuickBooks Online

1. Open the Invoice settings screen.
2. Turn off SortScape invoices enabled.
3. Open Integrations > Accounting.
4. Click Activate for Xero or QuickBooks Online.
5. Open the integration settings screen and connect to your accounting system.

If SortScape invoices are still enabled, the Accounting screen will show a warning and you will not be able to activate an integration until you disable built-in invoicing first.

Troubleshooting

I cannot see a Disable link

You must disconnect from Xero or QuickBooks Online before you can disable the integration. The settings screen will show a Disconnect link when you are still connected.

I activated Xero or QuickBooks but never connected

You can disable the integration directly from the integration settings screen or from Integrations > Accounting without disconnecting first.

The Accounting screen will not let me activate an integration

Check whether SortScape built-in invoicing is still enabled on the Invoice settings screen, or whether the other accounting integration is still active. Only one invoicing method can be enabled at a time.

I need help after switching

Your historical invoices remain in whichever system created them. After switching, new invoices will be created in your newly chosen system. If you have questions about your accounting records, check Xero or QuickBooks Online directly for invoices created there before the switch.