QuickBooks Online Integration

Exporting invoices to QuickBooks Online

Time to read: 5 minutes

 

Disconnected from QuickBooks? See what do to do here.

Main Takeaways: 

  • The integration with QuickBooks Online (QBO) allows invoices, created in Forecast, to be exported to a linked QBO company
  • Once invoices are exported, they are synchronized hourly, or on-demand, with its exported counterpart

Setup

Step 1: Go to the integrations page in your admin panel, and scroll down to QuickBooks Online
ezgif.com-gif-maker (3)-Nov-09-2020-10-56-34-40-AM

 

Step 2: Click Connect

connect-1

 

Step 3: Authorize by signing in to your QuickBooks account

2020-07-09 (10)

 

Success!

Your Integration is now complete. In your Forecast page, you should see the following:
disable-1

Note: To disable the integration, click Disable 


You are now ready to start exporting invoices from the Invoicing page, found in the sidebar in the project page.

 

Connecting a Client to a QuickBooks customer

 

Before you can export invoices, you have to import your customers from QuickBooks, or connect your existing Forecast clients to your QuickBooks clients. If you want to import clients, go to the clients page and click on the IMPORT FROM QUICKBOOKS button in the top right.

In the shown modal, tick off the customers which you want in Forecast and click CREATE.

If importing customers is not an option, because they have already been manually created in Forecast, you can also link them to their corresponding QuickBooks customer by following the steps below.

Step 1: An Admin of your Forecast account must edit the clients account and connect it to a client in your QuickBooks account. 

quickbooks gif1

Step 2: Choose the client you wish to connect with a client in your QuickBooks account and edit their profile. At the bottom of the editing page you will find the QuickBooks integration, click on it, choose the client you wish to connect to and click Link.

quickbooks gif2

Notice the Quickbooks icon next to your clients profile, after you have completed the process, indicating the client is connected. 

 

Exporting your Invoices from Forecast to QuickBooks

After you have successfully connected the client(s) you wish to your QuickBooks customers you are ready to start exporting any invoices you want. To learn how to do so please follow the steps below.

 

Step 1: Go to the Invoicing tab under your company's portfolio.

quickbooks gif3

Step 2: Under the Invoices tab of the page, choose whether or not you wish to create a new invoice or select an existing one. To learn how to create invoices, see this article

 

Step 3: Click export

quickbooks img1


                                  Note:
A popup window with options will be 
prompted

 

Step 4: Choose the customer, the tax code and the product/service for each line and click EXPORT when you are satisfied with the resulting invoice. If you wish to select a product/service for all of your entry lines at once, you can do it with the dropdown in the top right. Note that there are also four options which you can toggle when exporting an invoice to QuickBooks:

  • Let QuickBooks control invoice reference
    If toggled, lets QuickBooks decide what the invoice reference should be. Toggle this if you want all of your invoices in QuickBooks to be sequential according to the format configured in your QuickBooks instance.
  • Use QuickBooks product/service descriptions
    If toggled, the descriptions of the product/service selected per line will be used as the description for the line.
  • Use QuickBooks terms
    If you have configured terms for a QuickBooks customer which you wish to apply, toggle this. This includes settings such as setting the due date to a specific amount of days from the invoice date.
  • Use customer default tax
    If toggled, the default tax for a customer will be applied.

For your convenience the chosen settings are stored your next export.

Y


Your invoice is now in QuickBooks. For easy access to the QuickBooks version of the invoice you can click the QuickBooks icon, which has replaced the export button for that invoice, to be linked to it in QuickBooks.

quickbooks img3

Unlinking your invoices from the integration

You are also able to unlink the invoice from the integration that you are using to export your invoices. To do so, click on the three dot menu next to the invoice you wish to unlick and click on unlink.

invoicing unlink

This allows you to remove a link from a Forecast invoice without having to wait for too long!

Integration limitations

  • Exporting an invoice removes all existing payments from that invoice
  • An exported invoice cannot be modified in Forecast
  • An invoice cannot be exported if the target QBO company does not have any customers
  • Disabling the integration will unlink all exported invoices, irrevocably
  • Changing an exported invoice to calculate tax before applying the discount will result in a different discount being calculated in Forecast, after synchronization
  • If an invoice is missing a cent (0.01) in payment, it will be ignored, as this can occur when invoices are paid in QuickBooks

Non-US QuickBooks Companies

As QuickBooks behaves differently for non-US companies, there are some additional constraints on these in Forecast:

  • If an invoice in Forecast has a reference number which an invoice in the QuickBooks company already has, it cannot be exported to QuickBooks
  • If different tax rates apply to different sales line items in QuickBooks, and a fixed discount is applied, this discount will appear larger in Forecast