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Using the QBO integration for invoicing

Becky
  • Updated

Create invoices and track payments with the QuickBooks Online (QBO) for Forecast integration.

This article includes:

Exporting invoices from Forecast to QBO

Export your Forecast invoices to QBO. For details on setting up the QBO integration check out Integrate QuickBooks Online with Forecast or head to Creating invoices for your customers for invoicing basics.

To export invoices from Forecast to QBO

  1. Click Finance in the top bar.
  2. Select All Invoices.
  3. Find the invoice to export to QBO. 
  4. Click Export. 
  5. Select the QuickBooks Tax Code.
  6. Select the QuickBooks Product/Service.
  7. Use toggles to sync additional information. Toggles are invoice specific.
  8. Click Export.

A_ExportInvoice.png

Toggle Function
Let QuickBooks Control Invoice Reference QuickBooks will add a reference to the exported invoice. 
Use QuickBooks Product/Service Descriptions Overrides Forecast line item descriptions with the selected QuickBooks Product/Service.
Include Project Name in Description Invoices the Forecast Project Name on the QuickBooks invoice. Cannot be enabled if Use QuickBooks Product/Service Descriptions is enabled.
Use QuickBooks Control Terms Enables use of preconfigured terms from QuickBooks such as customer payment terms, i.e. Customer A invoices always have a due date 3 weeks after the invoice date. 
Use Customer Default Tax

Enables QuickBooks Tax Code to automatically reference the task associated with a QuickBooks customer profile. 

Exported invoices

Exported invoices appear as Exported in Forecast. Exported invoices also display the QBO Status and the QBO logo on the invoice record. 

A_ExportLogo.png

QuickBooks Status Definition
Deposited The bank deposit for the invoice payment is recorded in QuickBooks.
Voided The invoice was voided in QuickBooks.
Paid The invoice is paid in full.
Partially Paid The invoice is partially paid.
Overdue Payment on the invoice is overdue.
Open The invoice has an open balance.

Synchronizing QBO invoices

Exported invoices can no longer be edited in Forecast. Update invoice entries or apply payments in QBO, then synchronize with Forecast.  

To synchronize an invoice

  1. Click Finance in the top bar.
  2. Select All Invoices from the dropdown. 
  3. Click Synchronize at the top right.
Note: Invoice synchronization is immediate, however it can take up to 24-hours for all synchronized Forecast invoices to update.

Unlinking invoices from QBO

It is possible to unlink exported invoices. If an invoice is exported again after being unlinked, a duplicate invoice will be created in QBO.  It is important to proceed cautiously when unlinking invoices. 

Warning: Unlinking and re-exporting invoices will result in duplicate invoices in QBO. 

To unlink an invoice from QBO

  1. Click Finance in the top bar.
  2. Click All Invoices from the dropdown.
  3. Identify the invoice. Use dates and/or filters to reduce the list of invoices.
  4. Click the three dots at the right of the invoice. 
  5. Select Unlink.
  6. Review the warning and click Unlink.


A_UnlinkWarning.png

The invoice is now unlinked from QBO and, if needed, may be exported again in the future.

Note: If you do not see the option to Unlink on your invoices, contact your Forecast Admin to enable invoice unlinking. Refer to Invoicing Settings for more information.

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