QuickBooks Integration: Preparing Projects + Sending Invoice Packages

1. To ensure that a project is prepared to send to QuickBooks when its billing items are packaged for invoicing, first open the project. Then click on the Project Information icon above the upper navigation.
   
   
   
2. The Edit Project dialogue opens. Click on the Financial tab to get started.
   
   
   
3. The Financial tab opens. Ensure that a customer has been selected as well as a revenue type from the corresponding dropdown menus. These will be mandatory for invoice packages to be created for this project. Click on the Directly Transferring Customer Invoices To dropdown and then select the QuickBooks Online option.
   
   
   
   
4. Additional fields will appear. Select the corresponding QuickBooks customer and project from the dropdown menus, then click Save to continue.
   
   Note: if you do not have a QuickBooks Customer set here, but you do have auto-mapping enabled for customers via the QuickBooks integration configuration, the invoice transfer process will attempt to find a match for the Moovila customer in QuickBooks based on a case-insensitive name match.
   
   
   
5. Before moving into the invoice packaging process, ensure that all time entries that should appear on the invoice have been approved. This can be done by clicking the Resources icon in the left navigation, and then selecting the Labor Time Log option from the dropdown menu.
   
   
   
   
6. The Time Log opens. Change the status to Approved, and click Save to proceed.
   
   
   
7. To start the invoice packaging process, click on the More Options icon in the lower left navigation, and click on the Invoice Packaging option.
   
   
   
   
8. The Invoice Package List dialogue opens. Invoice packages are divided into groups based upon their status. Pending invoice packages display a listing of any dates with available time entries for invoicing. Submitted invoice packages have been sent to QuickBooks, and voided invoice packages have been deleted from the Moovila system. (Note that it is of critical importance that if invoice packages are voided on the Moovila side they are voided within QuickBooks as well.) Click the "+" button at the bottom of the screen to create a new invoice package.
   
   
   
9. The first Invoice Packaging dialogue opens. Use the dropdown menu to select a project (note that projects must have a customer and revenue type associated with them for an invoice package to be created). By default the time period will be last month, but other options are available and may be chosen via the dropdown menu. Click Save to continue.
   
   
   
10. The second Invoice Packaging screen opens. Modifications can be made to the way that the invoice will be laid out by using the Time Period, Group By, and Summarize Per dropdown menus. Click the corresponding checkboxes to display Employee Names or Time Entry notes if desired. An option to display a separate line item per employee is also presented. Once the invoice's formatting is complete, click the Save button to proceed and deliver the invoice package.
    
11. The invoice package now appears in the Invoice Package List. Select the invoice or invoices that you wish to export to QuickBooks by clicking on the icon in the Export column, then clicking the Export button. Multiple invoices may also be selected for a bulk export. 
    
    
    
12. The Invoice Package Transfer to QuickBooks dialogue opens. Here the Net Terms and Invoice Date may be adjusted using the corresponding dropdown menus. Net terms defined in QuickBooks are selectable from this dialogue. Note that in the case of a bulk export, each invoice package will have its own line, and may have distinct net terms and invoice dates. Click the Transfer button to proceed.
    
    
    
13. Once transferred, the invoice will be moved to the submitted group in the Invoice Package listing. Any invoice packages that have been sent to QuickBooks will display an invoice number in the Inv # column.