Knowledge Base

Before you start

• If the connected QuickBooks Online account's tax code is from a region outside the US, you may experience issues exporting the invoice & calculating the correct tax.
  
• We recommend verifying if the tax is correct on the invoice. If you identify any issues, the best course of action is to export an Excel copy of the invoice and upload this to Quickbooks Online.
  

Enable the QuickBooks Online Basic integration

1. Click your profile icon in Teamwork.com's main navigation menu.
   
2. Select Apps & integrations. 
   
3. Scroll to QuickBooks Online Basic.
   
4. Click Enable. 
   
   
   
   
   
    
   
5. Click Next in the pop-up window.
   
6. Choose a connection type:
   
1. Connect QuickBooks to your entire site (aka all projects).
   
2. Select a specific project.
   
7. Click Go to settings.
   
   
   
   
   

1. Click Connect beside Step 2 on the QuickBooks Online Basic card.
   
   
   
   
   
    
   
2. Log in to your QuickBooks account. Already logged in to QuickBooks in your browser? That account is selected automatically — click Not you to switch to another account.
   
   📝 If you sign in to a QuickBooks accountant profile, you must select a company/firm to use with the export. Once selected from the dropdown, click Confirm and proceed with the setup.
   
3. Review the integration terms of service.
   
4. Click Connect. 
   

Export an invoice to QuickBooks Online

1. Select Jump to in Teamwork.com's main navigation menu.
   
2. Search for and select a project.
   
3. Switch to the project's Finance section.
   
4. Select the Invoices tab.
   
5. On the relevant invoice, click the three dots on the right, and select Export.
   
6. Or, click into the relevant invoice, click the three dots in the top right corner, and select Export.
   
7. Select Export to QuickBooks Online.
   
8. Click Export.
   
9. Fill out the invoice's details:
   
1. Customer to invoice: Associate the invoice with an existing QuickBooks customer.
   
2. Invoice type: Create a new invoice in QuickBooks or add the invoice items to an existing QuickBooks invoice.
   
   📝 Each time you export to an existing invoice, all items from the Teamwork.com invoice are applied as new line items in the QuickBooks invoice.
   
3. Tax code: If you have a default tax code set up in QuickBooks, this is selected automatically.
   
4. Default product/service
   
5. Description/notes field contents: Choose which invoice properties are exported to QuickBooks.
   
   
   
   
   
10. Click Export.
    

• View: Click the link to view the invoice in your associated QuickBooks account.
  
• Delete: Click the trash can to unlink the invoice.
  
  
  
  
  

Summarize an invoice to export to QuickBooks

1. Select Jump to in Teamwork.com's main navigation menu.
   
2. Search for and select a project.
   
3. Switch to the project's Finance section.
   
4. Select the Invoices tab.
   
5. Click into the desired invoice, and select Summarize Invoice in the top right corner.
   
6. In the window, choose to
   
1. Summarize billable time by Task, Task list, Date, and Who
   
2. Summarize expenses by Date and Who
   
3. Hide the Who and Date columns
   
4. Overwrite the Date, Who, Description, Hours/Quantity, and Rate fields as you see fit, without impacting the source data
   
7. Under Export options, select QuickBooks, then Export invoice.
   
8. Fill in the relevant fields in the window
   
1. Select a QuickBooks client
   
2. Invoice type - Create a new invoice or add to an existing invoice
   
3. Product or service
   
9. Click Export.
   

View an exported invoice in QuickBooks

1. Log in to QuickBooks Online.
   
2. Click Sales in the main navigation menu.
   
3. Select Invoices.
   
4. Click the relevant invoice to open the invoice preview panel.
   
5. Next:
   
1. Click Products and services to view the invoice's individual line items.
   
2. Click More actions for invoice actions such as receive payment, void, print).
   
3. Click Edit invoice to open the full invoice view and update its details (ex. customer, date, line items).
   
   
   

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