You can push invoices for service contracts, subscriptions, and service calls to QuickBooks Online (QBO) or QuickBooks Desktop (QBD). If you have not enabled a QuickBooks integration on Cloud, check out these articles about integrating it.
This article explains how to push the invoice to QBO. The workflow for pushing the invoice to QBD is similar, but in that case, you will need to select the invoice you want to push from the "Payment" tab of the QBD connector.
If you are using the D-Tools Payments functionality and want to automate the invoice creation process in QuickBooks, check out this article.
If you have enabled the QBO integration, you will see that D-Tools has already specified the "Invoice settings" for the integration under "Settings > Integration > Manage Integrations."
Here are the steps to push invoices to QBO.
#1 Initiate the push on Cloud
To initiate the push, go to the invoice of a service contract or service call. You will see an Orange prompt at the top with a "Create QuickBooks Online Invoice" button. Click this button, and you will see a modal with the subsequent steps to create the invoice in QBO.
The following screenshot is for a service contract invoice. You will see a similar prompt on the service call invoice.
#2 Customer
On the Customer tab, you will need to do one of the following:
Create a QuickBooks customer
Create a new customer record in QuickBooks if you have not previously exported the customer to QuickBooks.
Map to QuickBooks customer
Map the customer to an existing customer record in QuickBooks.
#3 Item
On the Items tab, under "Create Item," you will need to add the service plan used for the contract to QuickBooks. Adding a service plan to QuickBooks is a one-time activity, and you will need to add the plan when you push the first invoice for the plan to QuickBooks.
Once a service plan is added, you will need to map the plan under "Map Item" for any future invoices for contracts that use this service plan.
In this example, to push a service contract invoice, we created the service plan "Essentials" as a "Service" item in QuickBooks. We specified that the invoices for this plan come under the "Services Income" for the company. When pushing a service call invoice, you will need to create or map products and labor types.
Cloud allows the syncing of products, labor types, and allowances to QuickBooks outside the push estimate workflow. This helps you prepare QuickBooks for estimates involving many products and labor types.
For Service, the option to sync service plans and service labor types to QuickBooks upfront has not yet been enabled. You will see this option in an upcoming release.
#4 Invoice
On the Invoice tab, click "Create" to create an invoice. The invoice number created in QuickBooks is synced to Cloud and appears on the invoice you pushed to QuickBooks.
