Integrate Cloud with QuickBooks Online

This feature is only available with CaseWareCloud Time, part of the CaseWare Cloud suite.

Learn more about Time.

You can export invoices from Cloud to QuickBooks Online (QBO) by integrating the two services. This process is faster and more precise than manual transcription.

Note: To integrate Cloud with QBO, the general ledger must be disabled in Settings. For more information about disabling the general ledger (GL), see Time and Expense Settings

To export invoices to QBO, link Cloud to your existing QBO account.

To link QuickBooks Online to Cloud:

  1. Ensure Custom transaction numbers is enabled in QuickBooks Online. For more information on custom transaction numbers, see Change the number on invoices or other transactions.

  2. Ensure you have the Admin role.

  3. Ensure the general ledger(GL) is disabled. For more information on disabling the GL, see Time and Expense Settings.

    The Time and Expense Settings page with the Enable general ledger option disabled.

  4. From the Cloud menu, select Settings | Time | General | Accounting Software Integration.

    The Accounting Software Integration section of the Settings page.

  5. Select Link to QuickBooks Online, then sign in to your QuickBooks Online account.

Once Cloud is linked to QuickBooks Online, you can configure your QBO integration settings.

Set the default tax rate for exports

When exporting invoices from Cloud to QBO, the tax jurisdiction is mapped using a best-effort approach based on the primary and secondary tax rates set in Cloud. You can set a default tax jurisdiction by selecting a Default Tax Rate in Cloud. So if your clients are generally located in the same jurisdiction as your business, set the Default Tax Rate to your own tax jurisdiction. If you are exporting invoices for clients outside of your own jurisdiction, you may have to manually set the correct tax jurisdiction in QBO after performing the export.

For example, suppose your business operates out of Nova Scotia, Canada and you have clients in both Nova Scotia and New Brunswick. Both these jurisdictions require an HST tax of 15% applied to all goods and services. Now most of your clients are in Nova Scotia, so it would make more sense to set the Default Tax Rate to Nova Scotia. This way every exported invoice that charges a 15% HST tax will have Nova Scotia set as the jurisdiction in QBO. If you export an invoice for New Brunswick (which also has a 15% HST tax), you’ll have to manually change the jurisdiction in QBO.

To set a default tax rate for QuickBooks Online exports:

  1. Ensure you have the Admin role.

  2. From the Cloud menu, select Settings | Time | General | Accounting Software Integration.

  3. Select a tax rate from the Default Tax Rate drop-down menu.

    The Accounting Software Integration section of the Settings page after integrating QuickBooks Online.

  4. Select Save.

Export an invoice to QuickBooks Online

After integrating, you can export finalized invoices. Exporting is the fastest method of moving your invoices from Cloud to QBO.

Restrictions

Before exporting an invoice, note the following restrictions.

Invoices cannot be synchronized with QBO

If you need to modify an invoice after it has been exported, you’ll have to perform the export again to ensure both Cloud and QBO are up to date. First, delete the exported invoice in QBO, make the necessary adjustments in Cloud, and then perform the export to QBO again. If you’re deleting an invoice from one software, then ensure to delete it from the other as well.

Invoices marked Paid in QBO are closed in Cloud

Marking an invoice Paid in QBO sets the status of that invoice to Closed in Cloud.

Exporting and editing client information is limited

When you export an invoice, Time attempts to associate the invoice to a pre-existing client in QBO. If no match is found, a new client is created using the entity name from Cloud. To change client information after an export, update it manually in both Cloud and QBO.

To export an invoice to QuickBooks Online:

  1. Ensure you have the Export to accounting software permission.

  2. From the Cloud menu, select Billing.

  3. Select the finalized invoices you want to export, then select the More Actions () | Export selected invoices to QuickBooks Online.

    The Billing page after selecting an invoice to export to QuickBooks Online.

The selected invoices are exported.

If any errors or warnings occur during export, you can see them in the QuickBooks Export column.

Frequently asked questions

What if I find a mistake on a finalized invoice that I've exported to QBO?

You can change the status of the invoice from Finalized to Draft and make edits as you normally would. The invoice is automatically removed from QBO, and any payment information is retained. When you've made your changes, export the invoice again.

What if there is an issue with an invoice after a client has paid?

Paid invoices are automatically marked as Closed in Cloud. To make changes, change the status of the invoice from Closed to Finalized. After you change the invoice status in Cloud, its status in QBO changes to outstanding automatically. Payment information is retained separately. To learn more about editing closed invoices, see Display closed invoices.

What happens if an invoice is deleted in QBO, or if its status is changed from paid to outstanding?

The invoice's status in Cloud will be changed from Closed to Finalized automatically.