Billing Manager

Updated on April 24th, 2025

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  • Help Center
  • Billing Manager
  • Getting Started
  • Billing Manager
    • Getting Started
        • Extensiv Billing Manager Overview
        • Navigating Billing Manager
        • Setting Up Merchant Account in Billing Manager
        • Add New User with Billing Manager Permissions
        • Add Billing Permissions to a Role
        • Setting Up QuickBooks Online (QBO) and Billing Manager Integration
        • Setting Up QuickBooks Desktop (QBD) and Billing Manager Integration
        • Granting Customers Access to Billing Manager
    • Using Billing Manager
      • Merchant Portal
          • Accessing Merchant Portal
          • Merchant Portal Support
          • Creating User Accounts in Merchant Portal
          • Navigating Merchant Portal
      • Customers
          • Adding a New Customer
          • Configure Billing Manually for a Customer
          • Updating Customer's Primary Bill-To Address
          • Configuring GL Account Numbers
      • Rates
        • Understanding Rates
            • Understanding Global Rates vs Custom Rates
            • Creating, Duplicating, and Deleting a Rate
            • Understanding Default Assigned Rate vs Assigning Rate per Warehouse Facility
            • Assigning Rates and Rate Sheets to a Customer
            • Understanding Standard vs Volume Tiering
            • Understanding Count vs Count Less Other UOMs
            • Creating a Rate Sheet
            • Count Less Other UOMs (Unit of Measures) Pre-Condition
            • Understanding the Use of Movable Units as Counting Units in Rate Creation
            • Common Terminologies in Rate Creation
            • Reassigning Rate Sheet from Customer Settings
            • Understanding Units of Measure (UOM) Count Rate
            • Unassigning a Rate From a Customer
            • Duplicating a Rate Sheet
        • Return Transaction Rates
            • Creating a Rate for Return Fee
            • Creating a Rate for Returned Primary Units on a Tiered Unit Basis
            • Creating a Custom Rate for a Return Process of a Specific Customer
            • Creating a Rate for Returning Packages
            • Creating Rates to Charge for a Partial Pallet Based on Movable Unit Type
        • Receiving Transaction Rates
            • Creating a Rate for After-Hours Receipt of Devan Inbound 20' Containers
            • Creating Rates for Inbound Devanning: 20', 40', and 45' High Cube Containers (Multiple Conditions)
            • Creating a Rate for Inbound Receiving Excess Weight Fee
            • Creating a Rate Based on Unique Lot IDs
            • Creating a Rate Based on Unique SKUs Shipped
            • Creating a Rate Based on Unique Location
            • Creating Rate Based on Quantity of Lot with Volume Tiered Rate
            • Creating a Rate Based on Quantity of Location with Standard Tiered Rate
            • Creating a Rate for Storage Upon Receipt per Carton Using a Split Rate
            • Creating a Smart Rate for Devan Inbound 20’ Container
            • Creating a Standard Warehouse Inbound Receipt Rate
            • Creating a Weekend Receipt Charge Rate
            • Creating a Rate for Inbound Pallet Fee Based on the Number of Pallets
            • Creating a Rate to Charge for a Partial Pallet Based on Movable Unit Types
            • Creating a Rate for Primary Unit vs Packaging Unit vs Pallet
            • Creating a Rate for Inbound Pallets with Multiple Movable Unit Types: Rounding Up Movable Units by Quantity
            • Creating a Rate for Movable Units Based on the Number of Pallets
            • Creating a Rate for Storage Upon Receipt by Movable Units Using a Split Rate
            • Creating a Rate Based on Total Weight
            • Creating a Rate for an Inbound 20' and 40' Floor Loaded Containers Based on Carton Count
            • Creating a Standard Tiered Rate for Each Pick
            • Creating a Rate for Inbound Pallet Fee based on Unique Movable Unit
            • Creating a UOM Count Rate for a Receipt or Shipment
        • Shipping Transaction Rates
            • Creating a Rate for Order Processing Fee
            • Creating a Package Materials Fee and Small Parcel Shipping Label Fee
            • Creating a Handling Oversized Shipment Surcharge Rate (Over 40 lbs)
            • Creating a Shipping Oversized Pick Surcharge Fee (Over 20lbs)
            • Creating an FBA Prep Carton Label with Standard Tiered Fee
            • Creating a Rate for Pick-and-Pack Fee with Amazon Item Classification
            • Creating a Fragile Package Handling Rate
            • Creating a Promotional Rate Based on SKU for a Specific Customer
            • Creating a Rate for an Outbound Pick Fee with a Minimum Base Charge
            • Creating a Pick Fee Rate Based on Business to Business Order
            • Creating a Minimum Order Charge Rate Based on Total Weight
            • Creating an Inner Case Pick Rate Using Standard Tiering
            • Creating a Base Charge Rate for Less Than Truckload (LTL) Orders Going to Various Retailers
            • Creating a Base Charge Rate for Orders That Exceed 5 Cartons Shipped
            • Creating a Case Picking Rate Using Volume Tiered Fee
            • Creating a Rate for an Outbound Picking Fee Based on Individual Units
            • Creating a Rush Fee Rate
            • Creating a UOM Count Rate for a Receipt or Shipment
            • Creating a Rate Based on Shipping Destination
        • Transaction Minimum / Markup Rates
            • Creating a Transaction Minimum Receiving Rate
            • Creating a Transaction Markup Rate
            • Creating a Category Markup Rate for Handling Based on Item Classification (Smart Rate)
            • Creating a Category Minimum Receiving Handling Rate
        • Storage Rates
            • Confirming Recurring Storage and Reviewing in Billing Manager
        • Warehousing Services / Adjustments / Assemblies Rates
            • Creating a Tiered Rate for Adjustments per SKU
            • Creating a Tiered Rate for Adjustments Counting Total Quantity
            • Creating a Tiered Rate for Assembly Kitting Component Fee (Total Count)
            • Creating a Rate for Adjustment by Unique Location
            • Creating a Rate for an Adjustment Based on Total Volume
            • Creating a Rate for Assembly Kitting Component Fee by SKU
            • Creating a Custom Rate for Adjustments per Unique SKU
            • Creating a Tiered Rate for Assemblies (Total Kits Fee)
            • Creating a Rate for Total Kits Created in an Assembly Using Volume Tiering
            • Creating a Rate for Total Kits Created in an Assembly Using Standard Tiering
            • Creating an Assembly Per Kit Fee Rate with a Minimum Charge
          • List of How-to Guides for Creating Rates
      • Charges
          • Understanding Charges
      • Invoices and Payments
          • Understanding Invoices
          • Setting Up Payments per Customer
          • Invoice Numbering Settings
          • Using Automatic Invoice Generation
          • Setting Up Convenience Fees
          • Processing Payment Using the Accepted Payment Method
          • Setting Up Payment Wallet (3PL Customers)
          • Processing Payment (3PL Customers)
          • Updates in Invoice Page
      • Best Practices
          • Best Practices: Avoiding Webhooks for Billing in 3PL Warehouse Manager
          • Best Practices: Aligning Your Billing Structure with Billing Manager
      • Settings
          • Setting Up Email Notifications For Your Customers
          • Setting Up Email Notifications For Your Organization

Setting Up QuickBooks Desktop (QBD) and Billing Manager Integration

This article is about the Billing Manager app, not the Billing Wizard in 3PL Warehouse Manager. To learn about the Billing Wizard, please refer to the articles in the Billing Setup. 

 

Integration setup

Step-by-step guide

  1.  In Extensiv Hub, open the Accounting Integration. 

    If you do not have the Accounting Integration app, please contact your Customer Success Manager (CSM).

     
  2. To set up the integration, click the Setup Integration button of the Extensiv Billing Manager and Quickbooks Desktop.
  3. Give any friendly name to the integration so you remember the connection later. Then, click Save. 
  4. To connect your Extensiv Billing Manager account, select Add New Extensiv Billing Manager Account and the Billing Manager account will be linked automatically. 
  5. To connect your Quickbooks Desktop account, click Add New Quickbooks Desktop Account. 
  6. Enter the authentication details. Then, click Connect Now.

    You need to set a username and password in the connector to fetch data from QuickBooks Desktop after the QBD setup is complete.

     
  7. After connecting both accounts, click Click to Proceed. Then, add the ‘Invoice Sync Start Date' and save the mapping to proceed further.

    The default values for mapping will show after you have uploaded the configuration file in your Quickbooks Desktop Software.
  8.  Once done, you will be redirected to the Connections/Configuration tab where you will get the QBD file to download. Click the download button as shown below.

Uploading the configuration file in QuickBooks Desktop (QBD)

Step-by-step guide

  1. Turn on the 'Sync Invoice' workflow in the Flows tab.
  2.  Go to your downloads folder and unzip the file by clicking Extract All.
  3.  Select the desired location to save the file by clicking Browse. Then, click Extract.

    These 2 files need to be installed in your Quickbooks Desktop application. 
  4. Open the Quickbooks Desktop app.
  5. Go to File > App Management > Update Web Services.
  6. Click on Add an Application and upload both files you downloaded as shown in Step 3.
  7.  Authorize access to QB by clicking OK to proceed. 
  8. Choose the preferred option as per your requirements and click Continue.
  9. Select the added files and enter the password. This is the password you set while connecting the QBD account in Step 6 of the Integration setup.
  10. Select both files and click Update Selected. 
  11. Configure the necessary settings such as Auto-run every minute. It is a best practice to set it to 5 minutes or more. You also have the option to remove files and check the status once the update is completed. After clicking Update Selected, you can check the status to ensure everything is set up correctly.
  12.  Once completed, click Exit. Then, you can continue mapping in the connector.

Mapping instructions

Once the Quickbooks Desktop configuration file is installed and updated successfully in the QBD software, you can start with the mapping in the connector.

Default mappings

Select the default Invoice Service Item, Class, Template, and Tax code that will sync with the integration. 

The default settings above will apply to any invoice that doesn't match the specific mapping you set in Billing Manager - QBD Service Item Mapping. If no default settings are configured, the unmapped items will not be booked into QBD. 

 

Required fields in Billing Manager

  • Transaction Types and Charge Categories should always be selected.
  • For Warehouse and Class, if you choose any of these fields for mapping. Then, these fields will become mandatory for all the consecutive mappings.

    Ensure each additional field used in the mapping has a corresponding input in all mappings created. For instance, if you create classes for one mapping, you should assign all mappings to a class.

     

Required field mapping

As you add the required fields for Billing Manager, click Save Mapping first. This will allow you to map Billing Manager fields to QBD service items. 

Add field mapping

  1.  Click the add button in the ‘Manage Extensiv Billing Manager < - > QuickBooks Invoice Service Item Mapping’ section.
  2.  Map the Extensiv Data Fields and QB Invoice Service Item accordingly.

    Multiple selection for Extensiv data fields is supported.

     

    If transaction types and charge categories do not provide enough detail for mapping revenue to your chart of accounts in QuickBooks Online, you can include the charge label in your mappings.
  3.  Click Save or Save And Add Another. 

Extensiv recommends mapping transaction types and charge categories to your products and services in QuickBooks Desktop before attempting more complex mappings.

 

 

Logs

This tab displays the synchronization status of invoices that are set to transfer from the Billing Manager to QuickBooks. You can monitor the status of invoices here, whether they are pending, processing, or if there are any errors.

How does the mapping work?

  • If you add a Charge Label to one of your mappings, the system will always prioritize finding a mapping that matches the charge label before considering the transaction type and charge category.
  • If none of the mappings fit, the system will use the default mappings.

 

 

quickbooks desktop qbd billing manager - qbd qb desktop qbo setup billing integration

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