Invoiced integrates with QuickBooks Desktop out of the box to extend the billing capabilities of QuickBooks. This document describes how to set up the integration and how it works in detail.
The QuickBooks Desktop integration ships with the following capabilities:
- Importing outstanding invoices from QuickBooks Desktop
- Importing customers from QuickBooks Desktop
- Reconciling payments received on Invoiced to QuickBooks Desktop
- Syncing payments recorded on QuickBooks Desktop to Invoiced
The QuickBooks Desktop integration works with these versions of QuickBooks (Windows only).
- QuickBooks Enterprise Solutions (2015 or later)
- QuickBooks Premier (2015 or later)
- QuickBooks Pro (2015 or later)
- Canadian editions of QuickBooks (2015 or later)
- UK editions of QuickBooks (2015 or later)
In order to begin syncing with QuickBooks Desktop first go to Settings → Accounting Sync.
Click on Select within the QuickBooks Desktop square.
Click on Setup to begin the setup process for QuickBooks Desktop.
Install QuickBooks Web Connector on the computer where QuickBooks is installed, if you have not already.
Click Generate QWC configuration.
invoiced.qwcfile and open it in QuickBooks Web Connector.
Enter in the generated password. Make sure you do this before closing the configuration screen on Invoiced because the password is irretrievable once you click Done.
In this section you will learn how to use the QuickBooks Desktop integration.
These are the steps to run an Invoiced sync. This will sync the supported data flows between QuickBooks and Invoiced.
Open QuickBooks Web Connector.
Close any open windows on QuickBooks associated with the documents that will be synced.
Check Invoiced and click Update Selected.
When the sync has completed you should see your data on Invoiced.
You can tell QuickBooks Web Connector to run syncs automatically by turning on the Auto-Run setting and specifying how often you want the sync to run in the Every_Min box.
Here we have documented all of the limitations, nuances, and edge cases to be aware of when using the QuickBooks Desktop integration.
Customers on Invoiced are mapped to customers on QuickBooks by the name. Please keep in mind that QuickBooks does not allow multiple customers with the same name, but Invoiced does allow duplicates.
Open invoices for active customers will be imported into Invoiced. Invoices that are closed or belong to inactive customers will not be imported.
Modifications to invoices on Invoiced after they are synced will do nothing to the corresponding invoice in QuickBooks.
Only payments processed through Invoiced are sent to QuickBooks. Offline payments recorded on Invoiced are not synced to QuickBooks. Any payments applied to invoices on QuickBooks are synced to Invoiced.
Refunds are not currently synced. Any refunds initiated through Invoiced must be reconciled by hand.
If you are using jobs, the default behavior is that transactions will roll up to the top-level customer on Invoiced. If you wish to have separate customers for each job then please contact Invoiced Support to enable that functionality for your account.
When a sync fails you will be able to see the error message in the Recent Syncs section in Settings → Accounting Sync. Normally the error message will include the invoice # that failed and a detailed reason why it could not be synced. Oftentimes there is a manual action required on your end.
Below we have documented commonly encountered errors and recommended resolutions. If you are still unable to get your books synced then please contact firstname.lastname@example.org for further assistance.
Please make sure you are connected to the internet in order to connect to Invoiced.
Every time you download a .qwc file please make sure you are using the associated password. Each time you generate a configuration this will generate a fresh password.
If you are installing a new .qwc file, please make sure that you clear out the old sync first if you are replacing an existing sync.
You will run into this error if QuickBooks is not open, and you are running the sync through the web connector. The remedy is to give the sync the ability to login automatically into QuickBooks, even when QuickBooks is closed.
In QuickBooks go to Edit → Preferences → Integrated Applications and then click Properties under the connected integration. In the properties screen, choose "Allow this application to login automatically."