Export invoices to QuickBooks Online

Content in this topic requires CasewareCloud Time.

After integrating with QuickBooks Online, you can export finalized invoices.

Invoices are not synchronized between services

If you need to modify an invoice in Cloud after it has been exported to your accounting software, you must perform the export again to ensure both services are up to date. For more information, see Modify an exported invoice.

Exporting and editing client information is limited

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

Invoices created in your accounting software cannot be exported to Cloud

If you create an invoice in your accounting software, you cannot export that invoice to Cloud.

Paid and approved invoices are closed automatically in Cloud

When you mark an invoice as Paid or Approved in your accounting software, the status of the invoice changes to Closed in Cloud. This process can take up to twelve hours depending on your accounting software.

Export an invoice

Before you start, ensure you have the Export to accounting software Time permission.

Note: If you are exporting from QuickBooks Online US, consider the following:

  • If the Primary or Secondary Tax options are disabled or have a rate of 0 in Settings | Time | Tax, the associated line in the exported invoice will not be taxable.
  • An error will display if sales tax is set in the invoice, but not in QuickBooks Online US.
  • If automated sales tax is enabled in QuickBooks Online US, it will overwrite the existing tax rate in the invoice. This may result in a different tax rate than expected. Ensure that the Primary or Secondary Tax options are set to the correct rate.
  • If automated sales tax is disabled in QuickBooks Online US (default for companies created before November 10, 2017), ensure the tax rate matches, otherwise an error will display.

To export an invoice to QuickBooks Online:

  1. From the Cloud menu (), select Billing.

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

If any errors or warnings occur during export, they are displayed in the QuickBooks Export column.

Modify an exported invoice

In some cases, you may want to modify an invoice after it has been exported. For example, if a line item is incorrect in the invoice. The process for modifying an invoice after it has been exported varies depending on your accounting software and the invoice status.

Modify an unpaid invoice

If you have exported an invoice to QuickBooks Online but have not yet added any payment information, we recommend that you make the necessary changes in Cloud and not in QuickBooks Online. Changes made to an invoice in QuickBooks Online are not synced between the two services and can lead to inaccurate records in Cloud.

To modify an unpaid invoice:

  1. Ensure you have the Owner role for the client entity (or the equivalent privileges) and the ProcessTime permission.

  2. Select the appropriate entity from the entity drop-down.

    The Entity Selector.

  3. From the Cloud menu (), select Billing.

  4. Select the appropriate invoice, then choose Draft from the More Actions menu.

  5. Select Yes to confirm.

The invoice is removed from QuickBooks Online and can now be modified. After you make the necessary changes, export the invoice again using the More Actions menu.

Modify a paid or approved invoice

Invoices marked as paid in QBO are automatically marked as Closed in Cloud. This process can take up to one hour.

  • To make changes to a Finalized invoice that has been marked as Paid in QBO, change it's status to Draft.

  • To make changes to a Closed invoice that has been marked as Paid in QBO, change the status of the invoice from Closed to Finalized, then change it's status to Draft. To learn more about editing closed invoices, see Display closed invoices.

After you change the invoice status in Cloud, its status in QBO automatically changes to Outstanding. Note that QBO retains any payment information.