Service Autopilot
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How to in Service Autopilot
- Check QuickBooks file for corrupt data: Open your QuickBooks file and verify there is no corrupt data; fix any data issues first (the QuickBooks Sync guide warns that corrupt or incorrect data will cause sync errors).
- Open QuickBooks Connector: With your QuickBooks file open, open the QuickBooks Connector program on the same machine; for the initial sync use your QuickBooks Admin login credentials and set QuickBooks to single user mode.
- Close open invoices and payments in QuickBooks: Ensure no invoices or payments are open or being input in QuickBooks before starting the sync because QuickBooks will block the Connector if an invoice or payment is open.
- Click Force Sync button: In the QuickBooks Connector, click the Force Sync button to start the sync, then do not close QuickBooks while the sync is running.
- Monitor 'Recent Activity' and 'Messages' tabs: Watch the Connector's Recent Activity tab to see items processing and the Messages tab for items that produced errors so you can identify invoices or customers that failed to sync.
- Run Balance report and check QuickBooks Comparison in SA: Run the Balance report in the Connector (QuickBooks Desktop) to update SA, then in Service Autopilot go to Reports > Report Center > SA Reports > QuickBooks Comparison to verify account and client balances match.
- Resolve sync errors daily: Review errors shown in the Connector Messages tab and the SA QuickBooks Comparison report daily (examples of causes include prohibited characters in Service names or merged invoices); correct the source data in SA or QuickBooks and re-run Force Sync until errors clear.
- Sync field changes from mobile: If using the Legacy mobile app, tap Menu, select Sync Everything, tap Yes to push mobile updates into Service Autopilot before running the Connector so contacts and invoice changes are included.
FAQ for Service Autopilot
Which items sync between Service Autopilot and QuickBooks?
Service Autopilot lists Accounts, Customers, Invoices, Payments, Payment Methods, Employees, Products, Purchases, Tax Codes and other items as part of the two-way QuickBooks sync.
Do I need QuickBooks Desktop to use the sync?
No — Service Autopilot supports QuickBooks Online and all Windows versions of QuickBooks Desktop (Pro, Premier, Enterprise); the Connector program is used for Desktop setups.
What do I do if an invoice or contact fails to sync?
Open the Connector 'Messages' tab to identify the error, fix the source data (for example remove illegal characters like a colon from a Service name or avoid merged invoices), then re-run Force Sync; check the SA QuickBooks Comparison report after syncing.
How can I verify balances after syncing?
Run the Balance report in the Connector (Desktop) and then view Reports > Report Center > SA Reports > QuickBooks Comparison in Service Autopilot to confirm balances and client information match.
Who can I call for help with imports or sync issues?
Service Autopilot provides support and an Import Specialist; the content references calling their support line (972) 728-4040 for assistance with imports or sync questions.
Common mistakes when using Service Autopilot
Leaving Service names with a colon (:) which causes invoice sync errors.
Edit the Service name in Service Autopilot to remove the colon or other forbidden characters, then re-run Force Sync so the associated invoices can sync.
Merging invoices in Service Autopilot before syncing.
Do not merge invoices in Service Autopilot; revert or recreate individual invoices and then run the Connector Force Sync to avoid sync errors and incorrect client balances.
Attempting a sync while invoices or payments are open in QuickBooks.
Close any open invoices or payment entry screens in QuickBooks before clicking Force Sync in the Connector so QuickBooks does not block the sync.
Not running the Connector in QuickBooks single user mode for the initial sync.
Switch QuickBooks to single user mode and log in with the QuickBooks Admin account for the initial Connector sync, then run Force Sync again.
Assuming mobile changes are included without syncing the app first.
On the Legacy mobile app tap Menu > Sync Everything > Yes to push mobile edits into Service Autopilot before running the Connector so all changes are included in the accounting sync.