How to Automate Invoices with QuickBooks Online

How to Automate Invoices with QuickBooks Online


Maria
By Maria | Last Updated on September 12th, 2024 1:01 pm

Managing invoices can be a time-consuming and repetitive task for businesses. Manually entering and tracking invoices can drain valuable resources, even if your team is efficient. Fortunately, there’s a better way: automate invoices with QuickBooks Online. By implementing workflow automations and creating QuickBooks Online integrations to handle each step of the invoicing process, you can streamline your workflow and reduce human error. This blog post will cover how to automate your invoices more easily, which will help you reorganise your company's financial processes and increase the effectiveness of commercial operations.

Key Considerations for Automating Invoices in QuickBooks Online

Here are some key points to keep in mind before automating your invoices with QuickBooks Online:

  1. Data Accuracy:
  2. It’s crucial to make sure that your customer and product/service information is correct and up-to-date in QuickBooks. Inaccurate credit cards are the reason if bills are not produced accurately.

  3. Invoice Customization:
  4. Study the invoice templates of QuickBooks and edit them to reflect your branding, provide any other information you want such as terms and conditions or special instructions.

  5. Sales Tax Setup:
  6. Make sure that the sales tax settings in Quickbooks are properly configured otherwise, the calculations of the tax may turn out wrong which will cause some problems with the automated invoices.

  7. Payment Terms:
  8. Set up your desired payment terms, e.g., (Net 30, Due on Receipt), in QuickBooks so that invoices are all automated with the correct due dates.

  9. Recurring Invoices:
  10. If you have recurring invoices for subscriptions or retainers, you can submit recurring invoice profiles in QuickBooks to simplify the process.

  11. User Permissions:
  12. Make sure that in QuickBooks, you review and set user permissions that will limit who can create, edit and send invoices.

  13. Email Delivery Settings:
  14. In QuickBooks' email settings, configure email delivery in order to send invoices to the right contacts and email addresses.

  15. Testing and Training:
  16. Thoroughly test the automated invoice process and make sure to train people who need to use it further for a successful implementation and further usage.

    Spending some time in advance to establish these elements correctly will help facilitate a successful auto-invoking with the QuickBooks online and will make sure that the process will be error-free and without any issues.

Automate Invoices with QuickBooks Online and Appy Pie Automate

  1. Go to Appy Pie Automate
  2. Visit the Appy Pie Automate website.

     Appy Pie Automate

  3. Login/Signup
  4. Create an account if you are new to Appy Pie Automate, or Login if you already have an account.


    Automate Invoices with QuickBooks Online

  5. Create a Connect
  6. After signing in, you will be redirected to the dashboard. Click on “Create a Connect” to get on with the connection.


    Automate Invoices with QuickBooks Online

  7. Select Trigger App
  8. Now, select the trigger app. Here, we are using Shopify as our trigger app.


    Automate Invoices with QuickBooks Online

  9. Select Trigger Event
  10. Next we’ll be selecting the trigger event. As for our case, it will be a new order in Shopify.


    Automate Invoices with QuickBooks Online

  11. Link Your Shopify Account
  12. Select "Choose an Account" to link your Shopify account.

  13. Continue and Run Test
  14. Now, click on the run test to review the information saved in your Shopify account.


    Automate Invoices with QuickBooks Online

  15. Select Action App
  16. Now, select the Action app. Here, our Action App will be QuickBooks Online.


    Automate Invoices with QuickBooks Online

  17. Select Action Event
  18. Select, action event as Find or add customer.


    Automate Invoices with QuickBooks Online

  19. Select a QuickBooks Online account
  20. You need to connect your QuickBooks account from which the trigger will take place. Then click continue.


    Automate Invoices with QuickBooks Online

  21. Set options for QuickBooks Online
  22. Customize your find or create customer option. Provide email and customer email as both are the required fields for this process.


    Automate Invoices with QuickBooks Online

  23. Set QuickBooks as a second action app
  24. Once again, search for and select "QuickBooks Online" as the "Action" application.


    Automate Invoices with QuickBooks Online

  25. Choose Action Event as Create Invoice
  26. Choose the Action event as "create invoice " and click on “Continue”.


    Automate Invoices with QuickBooks Online

  27. Set options for QuickBooks Online create invoice
  28. Provide customer, product/services, amount and tax calculation as all these are required fields to be displayed on the invoice created.


    Automate Invoices with QuickBooks Online

  29. Invoice created
  30. After all the above steps, invoice is created by following a hassle free process.


    Automate Invoices WIth QuickBooks Online

How to Integrate QuickBooks Online With Other Apps

Appy Pie allows you to automate your invoices with a wide range of apps, ensuring a quality and speedy workflow.

  1. Create invoices for QuickBooks Online from new Shopify Orders:
  2. By creating QuickBooks Online and Shopify integration, you are able to accelerate the invoicing process, simplify the accounting process, and increase the whole productivity of managing electronic commerce transactions.

  3. Create QuickBooks OnIine Invoices from new Stripe Payments:
  4. Implementing a QuickBooks Online and Stripe integration , enable you to auto-generate invoices, streamline payment reconciliation, and simplify financial operations. Our integration is 100% seamless and each of your Stripe transactions synchronize with your QuickBooks Online account automatically thus saving you the time of manually entering each transaction.

  5. Create QuickBooks OnIine Invoices from new Square Payments:
  6. With a Square and QuickBooks Online integration, you can automate your billing, simplify the accounting operations and thus, this will increase the overall efficiency in administering your business finances. This integration therefore, smoothly links your Square transactions with QuickBooks Online, then automatically passes on the sales data to these systems.

  7. QuickBooks online integration with Salesforce for automated invoices:
  8. By creating a QuickBooks Online integration with Salesforce, you can automate your invoices, simplify your accounting processes, and boost your sales transactions’ efficiency to a higher level. This integration paves the way for synchronizing sales data between your Salesforce CRM and QuickBooks Online, thus making the syncing process seamless.

Conclusion

Using QuickBooks Online to automate invoices can greatly expedite your invoicing process and save you time and effort. The risk of errors and delays can be decreased by automatically generating accurate invoices by setting up the required setups and integrations. Make sure your data is accurate, personalise your templates, configure your payment and tax terms, activate recurring profiles, and provide your staff the right training. Invoice automation can be set up to be hassle-free, giving you more time to concentrate on expanding your company. Accept the power of automation and delegate the tiresome chore of creating invoices to QuickBooks Online so you can focus on working more efficiently rather than harder.

After getting to know about how to automate QuickBooks, you can also explore our blog on Wave vs QuickBooks to understand the key differences between these two popular accounting software solutions and determine which one best suits your business needs.

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