QuickBooks Online
Connect QuickBooks Online to export invoices, handle deposits, and sync payments automatically
PaintScout's QuickBooks Online integration exports invoices, handles deposits, and syncs payments automatically, eliminating double data entry between your estimating and accounting software.
What is QuickBooks Online?
QuickBooks Online is an accounting software for tracking payments, creating invoices, managing payroll, and time tracking.
Why integrate QuickBooks and PaintScout?
Export invoices directly from PaintScout to QuickBooks, eliminating double entry and keeping your accounting in sync.
How do I integrate with QuickBooks?
1. Click the person icon in the top right of your page and go to your Account Settings > Integrations section.
2. Locate QuickBooks and toggle it on. Log in to your QuickBooks account.
3. Once you have connected your account, click the settings drop-down to customize the integration.
You must have an option selected for each drop-down menu for the integration to work.
Creating Invoices
Select how you would like to send invoices to QuickBooks. You can also manually send invoices through the "Send" menu on any PaintScout estimate or invoice.
You can choose to send an invoice to QuickBooks:
When an estimate is accepted
When invoices are created
When an invoice is changed to "Paid"
Update Invoices
Select this option if you would like your invoices to sync to Quickbooks when they have "Paid" status
Canadian Users
1. To make sure our Canadian users have the best experience, it's important to toggle on the Canadian QuickBooks User button. This ensures that you are directed to the right version of QuickBooks specifically tailored to your needs.
2. Once you have selected this checkbox, select your tax rate.
Item Handling
Select if you want the invoice to show one item with the total, or show each individual item's price (Areas/Line Items).
If Area/Line Items is selected, the pre-tax amount will be sent, allowing QuickBooks to handle the calculations line by line.
Select if you want the invoice to not create descriptions.
Total Item Value
Select if you want to use the after-tax total.
Item Types
Select your item type. These must be set up in QuickBooks beforehand.
Deposit Item Types
Select your deposit item type. This is what your deposit invoices will choose for a service item type instead of the one set for your actual items.
Deposit Invoices
Choose if you would like PaintScout to create a deposit invoice with a percentage of the total. Feel free to customize this percentage amount.
Include Surcharge
When surcharging is enabled in your account, you can choose to include surcharge amounts in your payment and deposit totals.
Payment Settings Overrides
By default, invoices created will use the default payment settings from QuickBooks for credit card and ACH payments. You can override to turn these off.
Why are my QuickBooks invoices missing numbers?
If generated invoices appear without a number in QuickBooks, disable custom transaction numbers in QuickBooks.
Here's how to do it:
Click the gear icon (settings)
Go to the section "Account and Settings"
Click the "Sales" section on the left-hand side.
Make sure "Custom transaction numbers" is off
How can I send invoices to QuickBooks?
You can adjust the settings below to suit your preferences
1. When Estimates are Accepted
Will automatically create an invoice in QuickBooks when the PaintScout estimate has been accepted.
2. When Invoices are Created
Will automatically create an invoice in QuickBooks when the PaintScout estimate is converted into an invoice.
3. When an Invoice is marked as "Paid"
Will automatically create an invoice in QuickBooks when the PaintScout invoice is changed to "Paid" status.
4. Manually from the "Send" dropdown
Go to your invoice and click the drop-down arrow beside the send button. You can choose to create a full or deposit invoice in QBO.
Can I view or update my invoices in QuickBooks from PaintScout?
Yes. Easily view your invoices in Quickbooks when you click the "Send" menu dropdown. You can view either the full or deposit invoice in Quickbooks.
There's also an option to manually update your QuickBooks invoice.
How should I send Additional Work to QuickBooks?
When your customer accepts additional work on an invoice, this will automatically send over to QuickBooks.
But you have the option to send these items to QuickBooks manually - for example, when the work is added to the invoice - from the drop-down arrow next to the send button:
Optimal Workflow when taking deposits
Add your deposit percentage into your integration setup. Check the box for "Create deposit invoice when estimates are accepted."
When the estimate is accepted, it automatically creates an invoice from the % you set within the “Deposit Invoices” field in your QuickBooks Integration settings.
Once that gets paid, manually add your payment to the PaintScout estimate/invoice. Learn more here >
When you are ready to invoice the remaining balance, click the “Create Invoice in QuickBooks” button on your PaintScout estimate/invoice - it will create a new invoice in QuickBooks with the outstanding balance due (deposit taken off).
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