The Loc8 to MYOB integration gives you the opportunity to create invoices from your Loc8 account and send those invoices to your customers from within your MYOB account following the MYOB's invoicing lifecycle. The integration also takes care of eliminating the need for duplicating your company's financial data that are configured in MYOB such as tax rates, Chart of Accounts as well as the list of customer contacts.
Once set up, you will instantly notice your jobs getting invoiced faster, giving you the opportunity to increase your cash flow with insights into invoice status, profits per work order, payments due and payments received.
In this article, we will see:
Activating the Loc8 to MYOB Integration
To know where in Loc8 do you access and activate the integration from see the article Enable Integration between Loc8 and an External App which discusses the four main steps involved in activating integration for any external app.
Financial configurations during the activation process
The integration process with any financial accounting software will provide you the flexibility of defining what data should the two systems exchange on routined sync-up.
For MYOB, the configurations are as shown below:
Once you have activated the integration, it will continue to remain active even when you log out from either of your accounts, unless you choose to manually remove the MYOB app from the Integrations area.
What happens in Loc8 upon integration
You will notice the following changes in your Loc8 account based on the configurations defined for the data exchange for this integration:
All of your existing tax types are replaced by the tax types defined in MYOB.
To view the new tax types, go to Settings -> Company and scroll down to the Financial section.
The customers created in Loc8 are now available in MYOB.
Similarly, all existing and new customers created in MYOB are synced with the customer list in Loc8.
The inventory items get synced between Loc8 and MYOB. For example, see how the items in the Inventory Library in Loc8 appears in MYOB if you wish to add a new line item in MYOB.
Inventory library in Loc8
Inventory library synced in MYOB:
The inventory items are also available for selection when adding a new line item in the invoice.
When you add the new line item, their default tax type that was defined during the configuration stage will apply against them and the same entries will also reflect back in your Loc8 system.
How will you know if the integration is active
At any time, if you want to know the status of the integration, check the timestamp against the Last successful poll and Token Updated on the app in the Integrations area in Loc8.
An active integration will show the Last successful poll timestamp close to your device clock (as seen here in the UTC format and on the HISTORY tab, it is displayed in your local time zone). This indicates the last time the integration had checked for any changes across the two applications.
The Token Updated will update frequently from time to time to sync the changes made in either Loc8 of MYOB, particularly related to customer data.
What initiates a Loc8 invoice to appear in MYOB
While the integration is active, any invoice created in Loc8 (after the integration was activated) will be available in MYOB.
But, the sync will be initiated only when you change the status of the invoice in Loc8 from Draft to Pending Payment.
Wait for a moment for the integration to pick up the new invoice and sync with MYOB. Meanwhile, open your MYOB account and go to the Invoices section. In the example of a MYOB account below, we will access the invoices through Sales -> Invoices.
Soon you will find the new invoice is now available in MYOB, intact with its Invoice ID, customer name, payment amount, tax types and line items.
If at this point you require to add a new line item to this invoice, just fill in the row with the necessary details under each of the columns. The same information will reflect back in your Loc8 invoice.
All you need to do next is to send the invoice to your customer as per the usual process in MYOB.
The customer receives the invoice in the email registered in your customer contacts (in Loc8 and MYOB) and pays the due amount.
Invoice status in Loc8 after the payment
On receiving the payment from the customer, when you record the payment in MYOB, the invoice status is set to Closed.
This triggers a change in the invoice status in Loc8 updating it from Pending Payment to Paid.
This is how you are always up-to-date with your invoices and payment through the Loc8-to-MYOB integration.
Track the integration activities in History Log
All changes made to the synced in data while the integration is active is constantly recorded as the HISTORY log.
Having all the actions performed during the integration at one place makes the history log an excellent tool for tracking and troubleshooting sync issues.
What happens to the Paid invoices if for an ongoing job new chargeable items are added?
The paid invoices will not be reopened.
Instead, the invoicing workflow in Loc8 will create a new invoice for the same job.
You will then have to follow the same procedure as discussed above till all the invoices are Paid for the job.
To learn more about invoicing, see the article Manage an Invoice.