QuickBooks Online Job Costing & Progress Invoicing Workaround

QuickBooks Online Job Costing & Progress Invoicing Workaround

With the new ability to receive partial purchase orders in QuickBooks Online, I thought it was a great time to update my instructions for QuickBooks Online Job Costing & Progress Invoicing workaround. Included in this is how to get budgets vs actuals

Here’s the link, feel free to share: QuickBooks Online Job Costing & Progress Invoicing

Below is a screen shot from QuickBooks Online Job Costing & Progress Invoicing PDF:

Job Costing in QuickBooks Online & Progress Invoicing

Job Costing in QuickBooks Online & Progress Invoicing

 

 

Receive Partial Purchase Orders in QuickBooks Online

Receive Partial Purchase Orders in QuickBooks Online

That’s right, it’s arrived: the ability to receive partial purchase orders in QuickBooks Online. And you won’t need a work around.

After years of having to use a work around to receive partial purchase orders in QuickBooks Online, we finally have it, and it’s really easy to use. There’s no setup, no preferences to set. As long as you have QuickBooks Online Plus and have purchase orders turned on, you can receive partial purchase orders in QuickBooks Online. YAY!

Gear Icon > Account & Settings > Expenses > Use Purchase Orders

Here’s how to receive partial purchase orders in QuickBooks Online.

 

You’ll need to start by creating a Purchase Order.

Create a Purchase Order

Quick Create (aka Spinny Plus) > Purchase Order

 

Now, let’s do some receiving. Here we are entering a direct expense.

Quick Create (aka Spinny Plus) > Expense > Choose Vendor > Add PO from Drawer > Edit Qty

 

Because didn’t enter a quantity of 10 – we edited to receive only 2 –  the original Purchase Order now reflects this.

Quantity Received shows 2 of 10

 

We can receive partial purchase orders in QuickBooks Online using checks:

Quick Create (aka Spinny Plus) > Check > Choose Vendor > Add PO from Drawer > Edit Qty

 

Each time we enter a purchase transactions and choose the appropriate purchase order from the drawer from which we add items, the original purchase order is updated in the quantity received column:

Open Purchase Order v2

Quantity Received shows 5 of 10

 

We can receive partial purchase orders in QuickBooks Online using Vendor Bills as well.

Receive Partial Purchase Order in QuickBooks Online - Vendor Bill

Quick Create (aka Spinny Plus) > Bill > Choose Vendor > Add PO from Drawer 

 

Note the amount of the purchase order in the drawer, after we receive partial purchase orders in QuickBooks Online.

Balance of PO in Drawer

The drawer shows original PO amount and balance remaining

 

 

And once we receive partial purchase orders in QuickBooks Online to reflect the total quantity, QBO will close the PO for us, and we get direct links to the expense transaction with which we were able to receive partial purchase orders in QuickBooks Online!

Closed Purchase Order

Quantity Received shows 10 of 10, status is closed and we have links to all of the related expense transactions

 

As far as I’m concerned, this is one of the biggest updates in QBO that we’ve seen in while. Can’t wait to see what’s coming up!

 

Invoice with Google Calendar App

Invoice with Google Calendar App

Intuit recently revamped their Invoice with Google Calendar app, so as a long time Google Calendar user, I had to write an article to show how easy it is to set up and use.

Here is your step by step on how to connect the app, then start adding line items to your invoices from Google Calendar.

1. Login to the QBO account to which you’ll be adding the app – MAKE SURE YOU ARE LOGGED IN AS MASTER ADMIN BEFORE ADDING THIS APP

2. Find Invoice with Google Calendar in apps.com. To save you time, here’s the link: https://stacyk.site/InvoiceWithGCalApp

3. Click “GET APP NOW” button:

Invoice with Google Calendar GET APP NOW

 

4. If prompted (you may be Master Admin on more than one QBO subscription) select the QBO you to which you want to connect:

Invoice with Google Calendar - Choose QBO Sub

 

5. Click the “Authorize”  button:

Invoice with Google Calendar - Authorize App

 

6. Invoice with Google Calendar will then ask you to what Google account you’d like to use (the app only allows you to connect one Google Calendar account at a time):

Invoice with Google Calendar - Login to Google account

 

7. Tell Google that Invoice with Google Calendar has permission to access information:

Invoice with Google Calendar - Allow Access

 

8. Now you’re ready for setup!

Invoice with Google Calendar - Get Started

 

9. You’ll be asked to choose an item from the Product/Services List from your QBO account. For this, I choose a generic services item. One cool thing is that after you select events using Invoice with Google Calendar, you’ll be able to change the item, but the description and time that were imported will not change.

Invoice with Google Calendar - Choose Product/Service

 

10. You’re almost done! Just click the “Connect” button to complete setup:Invoice with Google Calendar - Connect to QBO

 

11. Invoice with Google Calendar will now ask you to go back into QBO:
Invoice with Google Calendar - Return to QBO

 

12. Invoice with Google Calendar will take you directly to the create invoice page in QBO and give you a little hint on how to add events:

Invoice with Google Calendar - Invoice Guide

 

13. Once you close out the tip, your invoice form will look like this – you’ll click on the Google Calendar icon to add events as line items:

Invoice with Google Calendar - GCal Icon

 

14. After you click the icon, a drawer will open. You’ll see the calendar events connected to the Google account you assigned to the Invoice with Google Calendar. This means that if anyone has shared their calendar with the Google account you’ve connected, you’ll be able to add events from that shared calendar – handy when you’re using GSuite and need to invoice for a team member’s event.

Invoice with Google Calendar - Choose Calendar

15. Now you can start adding events!

 

15. Last thing, and this is just a best practice/pro tip. Once you have the invoice created in QBO, you can copy the URL for the invoice, and then paste it into the description of the calendar event. This way, you can always verify that the client/customer has been invoiced for the appointment, and as long as you’re logged into QBO, you can copy/paste that link into a new tab. (Also, or instead of adding the URL: You can also save the invoice as a PDF, then attach to the event in Google Calendar).

 

Before you leave, I just want to mention a few things about the app.

  1. You cannot add events to line items on Sales Receipts – only invoices.
  2. You also cannot restrict user access to this; any user that can create Invoices can add calendar events.
  3. Calendar events can be added more than once – so you may want to edit the title of the event to include **Invoiced** at the beginning, so that is easily visible when choosing events.
  4. This app does not work with the QBO Mobile apps, but I did test it with Chrome on my ipad and it worked BEAUTIFULLY.
  5. It’s FREE!

Don’t forget to check out some of the other QBO How-To articles on StacyK.net!

InvoiceSherpa, the easiest way to manage accounts receivable

InvoiceSherpa, the easiest way to manage accounts receivable

Looking for an easier way to manage accounts receivables? Then you need to check out InvoiceSherpa.com. This app first hit my radar a few years ago, when I met the founder, Shaun Clark, at the California Accounting Show. Hands down, I think InvoiceSherpa.com is the easiest way to manage accounts receivables, and I’ll give you 4 examples. 

One great feature that I want to point out is the Customer Portal. This is a way for your customers to “view, pay and ask questions about all of their invoices”. One question I get often about QBO is whether customers are able to pay more than one invoice using the QBO Invoice Portal… and the answer is no. InvoiceSherpa.com’s Customer Portal DOES allow for this!

 

Manage Accounts Receivable with InvoiceSherpa.com

InvoiceSherpa.com’s customer portal

 

Here are 4 examples of industries that could benefit from using InvoiceSherpa.com to manage accounts receivables.

 

Consultant – We have a number of clients that do various types of consulting work, and the one thing they all have in common is having to chase down their money. Here’s how they’re using InvoiceSherpa.com to manage accounts receivables.

Before the invoice is due, you can let the client know they have an invoice, as well as schedule reminders a few days before it’s due (using email and/or text). You can also send them an automated thank you when they pay!

Manage Accounts Receivable with InvoiceSherpa.com

Use InvoiceSherpa.com to automate how invoices are sent and reminding your customers about upcoming due dates

 

With reminders, you can ALSO gently nudge them (as many times as they need it) if their invoice(s) becomes past due, and even schedule reminder phone calls!

Using InvoiceSherpa.com to manage accounts receivable

Schedule email or text reminders to clients or internal team members, and schedule reminder phone calls too!

 

InvoiceSherpa.com makes it easy to manage accounts receivables.

 

Property Management – Automate late fees. As a former landlord, I could set up recurring sales receipts to charge their debit/credit card or draft their bank account, if my tenants agreed to that. If they didn’t, I could still have their invoice automatically sent. What I couldn’t do, however, was automate any late fees once they 10th of the month rolled around. When using InvoiceSherpa.com to manage accounts receivables, late fees are a snap!

The late fees are calculated based on your criteria (you can have multiple late fees, based on percentage or flat fee), and they’re added to the corresponding invoice:

Using InvoiceSherpa.com to manage accounts receivable

InvoiceSherpa.com adds late fees to the appropriate invoice in QBO

 

 

Home Appraiser – I love the customer portal for this industry; whomever has ordered the appraiser (often an appraisal management company) has one central site in which to login, view and pay all of an appraiser’s invoices. 

Using InvoiceSherpa.com to manage accounts receivable

Customers get an invite, and have one central location to view & pay all of their invoices

 

 

Medical Provider – We have a couple of medical provider clients at Kildal Services that don’t accept insurance – they’re cash only, and they often get asked by patients for payment plans. While you can do it in QBO with recurring transactions, it’s SO MUCH EASIER with InvoiceSherpa.com.

Using InvoiceSherpa.com to manage accounts receivable

InvoiceSherpa.com helps you manage accounts receivables with easy to create payment plans

 

So there you have it – 4 great reasons to use InvoiceSherpa.com to manage accounts receivables. To learn more, you can check out the QBOShow.com interview with founder, Shaun Clark here. Better yet, just go to apps.com and give it a try – free for 30 days!

Use Zero Dollar Transactions to Upload Sales/Payroll Tax Confirmations in QuickBooks Online

Use Zero Dollar Transactions to Upload Sales/Payroll Tax Confirmations in QuickBooks Online

One of my favorite things about QuickBooks Online is the ability to attach documents to transactions, customers & vendors. It’s a great way to keep track of receipts, engagement letters, and W9s. However, there’s a limitation to this: users are not able to attach documents to sales tax transactions or payroll tax payments, made outside of QuickBooks Online Payroll epayments and efilings (ie: Michigan Unemployment payments have to made directly online via the MiWAM site.)

I have a simple work around that allows me to attach efile and epay confirmations, and at the the same time, make it easy to find these transactions via a QBO search.

 

I use Zero Dollar Transactions to upload Sales/Payroll Tax confirmations in QuickBooks Online.

 

First, let’s look at a Sales Tax payments. Here we are, processing the Sales Tax payment, after clicking on “Sales Tax” from the left nav:

0-dollar-01

 

This is where we can enter the confirmation number from our online payment – note, no place to attach a PDF confirmation from the state’s website:

0-dollar-02

 

To do that, we need to open the Sales Tax Liability register, from the Chart of Accounts:

0-dollar-03

 

From the register, I want to add a new Journal Entry:

0-dollar-04

 

Here’s how to enter the JE:

0-dollar-05

 

The date for this JE should be the same as the date you posted the Sales Tax payment in the QBO Sales Tax Center.
Now, you can easily search for these transactions, using the Vendor Name:

0-dollar-06

 

This process works exactly the same for payroll liabilities, we just use a Vendor Name specific to the type, such as “Michigan WH Confirmations” or “Michigan UIA Confirmations”.

Another way we use the zero dollar transaction is to attached statements to registers.

You can see an example of that below. We reconcile this transaction when we reconcile the account.

0-dollar-07

 

And again, assigning a Vendor Name helps us find statements later:

0-dollar-08

 

Hope these little tricks are helpful to you!

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