✔  Available on Deliver, Grow, and Scale subscriptions. 1

What
Export Teamwork.com project invoices directly to QuickBooks Online.
Why
  • Consolidate time logs into exportable invoices.
  • Convert Teamwork.com invoices to QuickBooks Online invoices.
Who
  • Site admins (in the owner company) can enable the QuickBooks integration for their Teamwork.com site. They can export invoices from any project to QuickBooks.
  • Standard users with the project permission:
    • Can access billing (allows users to view the project's invoices and export them to connected third-party platforms).
When
You're tracking time and expenses in Teamwork.com and need to export the data to QuickBooks Online.
What
Export Teamwork.com project invoices directly to QuickBooks Online.
Why
  • Consolidate time logs into exportable invoices.
  • Convert Teamwork.com invoices to QuickBooks Online invoices.
Who
  • Site admins (in the owner company) can enable the QuickBooks integration for their Teamwork.com site. They can export invoices from any project to QuickBooks.
  • Standard users with the project permission:
    • Can access billing (allows users to view the project's invoices and export them to connected third-party platforms).
When
You're tracking time and expenses in Teamwork.com and need to export the data to QuickBooks Online.

Before you start

The QuickBooks Online invoice export only supports US tax codes. 
  • 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

 

Step 1: Enable the 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. 

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  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.

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Step 2: Authenticate your QuickBooks account

  1. Click Connect beside Step 2 on the QuickBooks Online Basic card.

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  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. 

The integration is connected for your site and is ready to use on the projects chosen during set up.


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 Billing tab.
  5. Switch to Open invoices or Completed invoices.

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  6. Select the relevant invoice from the left panel.
  7. Scroll to the bottom of the invoice.
  8. Click Export Invoice.


     
  9. Select Export to QuickBooks Online.
  10. Click Export.

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  11. 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.


  12. Click Export.

The invoice is exported to QuickBooks Online (under the associated customer). A QuickBooks invoice link is added to the top of the invoice in the project's Billing section.
  • View: Click the link to view the invoice in your associated QuickBooks account.
  • Delete: Click the trash can to unlink the invoice.

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View an exported invoice in QuickBooks

Exported invoices are listed under the associated customer 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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Custom ID restrictions

You may encounter errors relating to invoice numbers when exporting to QuickBooks. The root cause is usually that your company setup in QuickBooks is set to use custom transaction numbers. This mode does not permit duplicate invoice IDs/numbers being sent to QuickBooks Online.

You can resolve the issue by doing either of the following:
  • QuickBooks: Go to Settings > Company settings > Sales and toggle off Custom transaction numbers.



  • Teamwork.com: Open the invoice and click the pencil beside the invoice No./ID field, then amend it to something different.



💡 Prevent future duplication errors by selecting the Use QuickBooks invoice no option when creating new invoices in Teamwork.com.

1. Also available on legacy subscriptions: Pro, Premium, Enterprise.