Create Invoices in QuickBooks Desktop

OBJECTIVE

Create a QuickBooks invoice from a ConstructionOnline estimate or change order.

BACKGROUND

QuickBooks provides the ability to create, track, and receive payments against invoices for clients for all projects.  QuickBooks Invoices can be created manually or using a progress invoicing feature which requires entering percentages for each item in an estimate.  Socket now offers new methods for creating those invoices, including invoicing for work complete.

THINGS TO CONSIDER

• The QuickBooks Initial Setup must be completed prior to sending over your first estimate.
• All QuickBooks transactions require a Customer and a Job which must be set in ConstructionOnline.
• QuickBooks and Socket will need to be installed and open on your computer to integrate.
• You must have an internet connection - This is a Direct Connection!

STEPS TO CREATE AN INVOICE IN QUICKBOOKS DESKTOP

1. Open Socket and log in using your ConstructionOnline Username and Password.
2. Select a project from the Projects list.
3. Click 'Create Invoice' and select the primary customer if prompted.
4. Select which estimate or change order you would like to invoice from in QuickBooks
   1. New customers, jobs, and change order jobs will be created in QuickBooks as needed.
   2. Change order jobs will always be created in QuickBooks under the primary customer:job
5. Choose the areas in the estimate or change order to invoice
   1. Check the box for each area you would like to include in the QuickBooks Invoice.
   2. Client Selections are available as part of the Base Estimate.
6. Choose what percentage of all selected areas you would like invoice.
   1. When invoicing for percent complete, enter your preferred percentage in the space provided. This number must be from 0 to 100 and can not include letters or symbols.
7. Include all markups as needed for your QuickBooks Invoice.
   1. Company Overhead & Margin can be included as separate items or prorated into each line. This selection should match your proposal or contract to the client.
   2. Line item markups should be included if used in the estimate on ConstructionOnline
8. Click OK to create the invoice.  This may take a moment to complete but will open automatically in QuickBooks when complete.

HAVE MORE QUESTIONS?

• Frequently asked questions (FAQ) about ConstructionOnline's QuickBooks Desktop integration can be found in the article FAQ: Integrating with QuickBooks Desktop. 
• If you need additional assistance, chat with a Specialist by clicking the orange Chat icon located in the bottom left corner or visit the UDA Support Page for additional options.