How to Send an Invoice Record from Project Insight to QuickBooks

Short video shows the process of sending an Invoice Record prepared in Project Insight into QuickBooks online.

Transcript:

In this video, I'll show you how to send an invoice to QuickBooks Online. Once you've created your invoice using the normal invoicing processes, you'll see several invoices that have been assigned an invoice number by QuickBooks.

To begin, click on the invoice you want to send. At the bottom of the invoice, you will see the line items detailing what you are going to bill the client. You will mark it as "Ready to Download," and then a button labeled "Send to QBO" will appear. All you need to do at this point is click "Send to QBO." A confirmation will appear, showing you what chart of accounts or billing code your invoice will use in QuickBooks. These are normally mapped ahead of time, but if they aren't, you will have the opportunity to change or override it, and you should confirm this information. Once you’re satisfied, proceed to click "Send to QBO."

Your invoice will then be sent to QuickBooks, and you will receive a number that has just been assigned by QBO. This is now your new invoice number. If you look in your QuickBooks Online account under invoices, you will see it there. I just sent one over; as soon as I refresh the page, I should see a brand new invoice. There it is, the new one I just created—Invoice number 6666600, amounting to $107.90.

If you make a mistake, you can fix it as well. For example, if you need to change something that you didn't like, you can delete the invoice in QuickBooks. The next time you go back to that invoice in Project Insight, it will no longer be connected, and it will simply disappear. You can then redo the entire process if needed. The key to this is to build your invoice first, mark it as ready to be downloaded, and hit the send button.

There are also other options to bulk send invoices. You can hit “Ready to Download” for a number of different invoices all at once and then send them together. However, I recommend doing them one at a time because you should really check your invoices before they get sent over to QuickBooks, where they will turn into actual invoices that will be sent to the client.