Intuit recently released Progress Invoicing in QuickBooks Online as a beta test. Here’s how to use it.
If you have the Progress Invoicing beta turned on in your QBO account, this is how you’ll create multiple invoices from one Estimate.
We want to turn on the option for the “Due” column and Estimate Summary. (This will only show up when you email the the estimate to a customer.)
To turn on the feature, click Gear Icon > Custom Form Styles
Click “Edit” on the template set to default. In the screen shot below, this is indicated by the form type “Master”:
Once you’re in the edit screen, click the “Content” tab, the click anywhere in the middle section of the body of the template, then the link that says “Show more activity options”:
Now, you’ll check the box next to “Show progress on line items (email only)” and then the “Done” button in the bottom right corner.
By setting this up, the customer will see an “Estimate Summary” on the invoice when you send one create from an estimate.
Now we’re ready to start using Progress Invoicing in QuickBooks Online!
Open the estimate you created (our Estimate #2120), then click “Create Invoice”:
You’ll be asked how much to invoice. We have three choices: the entire estimate, a percentage of each line or a custom amount for each line.
For this job, we’re going to invoice 50% up front and 50% upon completion, so we’ll choose the second option, and enter in 50%, then click “Create Invoice”:
QBO will create the invoice, automatically adding the correct totals for each line item. Make any edits you need to (terms, PO Number, etc), then click “Save and send” to email it to the customer.
You’ll note that each link item now has a column with a little chain icon, that will link back to the estimate, and the bottom of the invoice includes the Estimate information:
Going back to the Estimate, we can see the Total Amount, the Remaining and the Invoiced columns:
In addition to the Estimate Summary, when the customer gets the invoice, they will see in the line items that they are being invoiced for the percentage/amount:
We’re done with the project, so now we want send an invoice for the remaining amount and close out the estimate.
We’ll go back to our Estimate #2120, and again choose click the “Create Invoice” button in the top right corner.
You’ll notice something different about the options we have for invoicing. Now, instead of having the option to invoice for the total of the estimate, we can now create an invoice for the remainder. This is what we want to do, click “Remaining total of all line = $XXX.XX” and then “Create Invoice”:
Going back to our estimate, we’ll see that it is now closed, and we have two linked transactions:
NOTE: PROGRESS INVOICING IN QUICKBOOKS ONLINE IS STILL IN BETA AS OF THE DATE OF THIS POST (12/5/17).
I’ll keep you posted as to when it gets released into production!
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:
4. If prompted (you may be Master Admin on more than one QBO subscription) select the QBO you to which you want to connect:
5. Click the “Authorize” button:
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):
7. Tell Google that Invoice with Google Calendar has permission to access information:
8. Now you’re ready for setup!
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.
10. You’re almost done! Just click the “Connect” button to complete setup:
11. Invoice with Google Calendar will now ask you to go back into 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:
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:
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.
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.
- You cannot add events to line items on Sales Receipts – only invoices.
- You also cannot restrict user access to this; any user that can create Invoices can add calendar events.
- 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.
- This app does not work with the QBO Mobile apps, but I did test it with Chrome on my ipad and it worked BEAUTIFULLY.
- It’s FREE!
Don’t forget to check out some of the other QBO How-To articles on StacyK.net!
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!
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!
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!
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:
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.
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.
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!
This is part 3 of 3 in a series by Woody Adams. You can find Part 1 here and Part 2 here.
“QuickBooks Desktop looks old”… Let me end this series with a story that happened to me recently. I set aside 30 minutes to help a sales agent on our team overcome the Open Windows objection, as she sells the current 5 for $25 deal to accountant firms. You know, where you can get 5 QuickBooks Online Plus subs in your QuickBooks Online under wholesale billing for $5 each? Killer deal…Let’s call her “Camille”. Camille recently joined Intuit right out of college, a young millennial, a bright and shining example of the type of person you are wanting to hire or take on as a client.
She wanted to know more about what an accountant means when they complain about QuickBooks Online and how QuickBooks Desktop is so much easier to work in from a workflow standpoint, because of the Open Window list. I showed her in my QBA 2017, opened up a few reports, the register, a check etc, and the Open Windows list. Immediately she realized a benefit of this ole desktop approach. It was quite eye opening to her and she admitted easily that it did look easier in terms of UI, workflow, toggling quickly between windows. I showed her some browser tips in QuickBooks Online, and we both agreed it is not the same thing. Even the multiple tabs felt chunky and took time to get setup etc…Camille could understand the argument. It is not a winnable debate from the QuickBooks Online workaround viewpoint. Then I told her it didn’t matter and was not a battle worth winning…Her gut reaction to my take confirmed the Why…
QuickBooks desktop looks old.
“Camille, what does QuickBooks Desktop look like to you?”
“Exactly. Anything else?”
“I do like the visual open windows and how easy it is to flip back and forth but I wouldn’t ever install such an old application. I mean, QuickBooks desktop looks old…”
I then tell Camille a story of a firm transferring files back and forth with their clients, never having the most current data, or even the correct data, hosting fees, all to support the ability to use the Open Windows feature.
“Oh, well, yeah, I am never using QuickBooks Desktop, I mean it is just really old.”
Quickbooks desktop looks… old
Now I am paraphrasing “Camille’s” thoughts as we sat together at my desk that day, looking at QuickBooks Desktop, then doing the similar work in QuickBooks Online, and even launching the QuickBooks Online Windows app, which she admitted would bridge the gap for someone really struggling with moving to QuickBooks Online. It was some of the better 30 minutes I have spent in my 12 years at Intuit. Why?
“Camille” to me represents consumer progress, the younger generation that will soon take over the market, whether that market be firm employees or firm clients. You cannot take QuickBooks Desktop to them as a viable option, particularly if the client is going to be in the books. You are going to want to be in there with them, collaborating with them in real time, and they are not going to want to send you any file or version of their file. They will want you to login beside them. They will want you to teach them how to automate data entry, how to quickly get to critical data and have you advise them on it. Daily, in the moment. If you are willing to sacrifice all that progress for Open Windows, who are you really solving for? And the said in school I could never end anything with a rhetorical question. Ha!
This is a guest post, authored by friend and QBOShow.com co-host, Woody Adams.
A recent conversation in my Facebook group was all about how to attach bank and credit card statements in QuickBooks Online. I thought it would be a great to show the two methods of doing this.
Using zero dollar transactions to attach bank and credit card statements in QuickBooks Online
The first way to attach bank and credit card statements in QuickBooks Online is a bit more “old school” method, and my preferred way of doing this, because you can create custom reports that make it easy for users to find statements for any account in one place.
Similar to my method of attaching sales tax & payment tax returns and payment confirmations, this method also uses the zero dollar transaction.
First, create a new vendor that corresponds to the account: in this case, we’ll add “Amex 30018 Statements” to our vendor list:
Vendor Center > New Vendor
Next, you’ll navigate to the Amex register and create a transaction that posts to/from the Amex account, and has the same ending date shown on the statement:
Quick Create > Expense
Do the same for all of the accounts that you’d like to attach bank and credit card statements in QuickBooks Online: PNC, Bank of America, even PayPal.
Now you can create a report that will list all transactions to which attach bank and credit card statements in QuickBooks Online. We’ll set the filter to just show transactions for the current year, and selected vendors:
Reports > All reports > Transaction List By Vendor > Customize
Sharing the report for other users makes it very easy for everyone to access the bank statements. They simply open the report (or bookmark it for easy access) and click on each transaction to find the statement attached.
Using the vendor detail page to attach bank and credit card statements in QuickBooks Online.
The second method is much more simple, but doesn’t allow for the ability to see all statements in one list or report.
As in the first method, you create a new vendor.
Next, you simply navigate to the vendor detail page, click on the attachments tab, and drag and drop the statement.
Vendor List > Edit Vendor
Either way works, you just need to decide what method works for user needs, when you attach bank and credit card statements in QuickBooks Online.
Hope this little how-to was helpful!
This is part 2 of 3 in a series by Woody Adams. You can find Part 1 here.
As an Intuit product specialist for the Accountant segment, I get to spend time supporting sales agents and account managers as they work with their customers (accounting firms) and their clients. For the most part, most firms are opening the door and shifting their client base from a desktop platform like QuickBooks Pro to QuickBooks Online Plus. There are some reasons that are perfectly valid to ignore the knocking on the front door. Maybe it is not a good fit for yet, due to finances, consistent internet activity, fear of change, lack of perceived urgency to adopt latest technology, feature set, etc. There are many reasons like this that I totally understand; concerns with which I can empathize.
However, there is one push back from firms adopting QuickBooks Online: it doesn’t have the open windows list like in QuickBooks Desktop. Well, there is a QuickBooks Online utility app you can download on windows or mac machines that renders QuickBooks Online more relatable to long time desktop QB users. And we have the browser tips oft discussed in webinars and trainings to show accountants that they can indeed have a P&L, a Balance Sheet, and other forms or windows open in multiple tabs. It works well, but is not the same thing as the good ole QuickBooks Desktop Open Windows list.
These things aren’t going anywhere
Open Windows list isn’t QuickBooks Online. That’s a desktop thing.
Instead of the open windows list, we can use browser tabs. And move them around, on any monitor.
You can put these bad boys any place!
So I just do not fight that complaint anymore. I don’t put the gloves on and duke it out with some tips and tricks. I demo the QuickBooks Online Windows app, but would never actually use it myself. Why? I grew up on QuickBooks Desktop but also on QuickBooks Online, and when on QuickBooks Online, I am in a browser, mainly Chrome or Firefox.
I will Right click/Duplicate tabs when needed, move a tab to a 2nd monitor if I need a split view, or Tile the tabs vertically when on one screen. Like Stacy, to me, the point of using QuickBooks Online is so that I don’t have to install local apps. But even this does not matter. I am not using QuickBooks Online because of the open windows list. I am using it because QuickBooks Online offers me the best platform for the following WAY MORE CRITICAL business life stuff:
- No file transfer
- No QuickBooks Desktop versioning or installation of a desktop application
- No expensive IT structure
- Better real time collaboration with clients
- Automatic connection to bank and credit card feeds
- Automatic sync to apps that pull in feeds from other vendor sources with attachments, transactions auto created in QuickBooks Online.
- Auto-sending of reports
- Auto sending of transactions
- Auto-creation of invoices from unbilled activity
- Better collaboration within the firm
- Ability to hire better talent that will think desktop installed solutions unacceptable, unimaginable…
- One client list inside of QuickBooks Online
- New features and functionality in product without installing maintenance releases
- Access data from any device
- No re-entry of data after the day is done and I been out on road working with customers
- More time back to spend with family
I am sure there are more.
So I give you your victory regarding QuickBooks Desktop Open windows list. Congrats. Cling to it as long as you can. But how sustainable is your stance? How do you encourage an employee natively powered for the cloud to adopt your QuickBooks Desktop client collaboration process of transferring files back and forth? Or explain the benefit of using the accountant’s copy process? They will just think you are out of touch and apply to a firm down the street that is better adapted.
The desktop platform is not relatable to employees that are embracing technology. These demographic – regardless of their age – is fast becoming your clients and employee base. Is not being able to do a bank feed from an iPhone while on the road so much more viable than having an open windows list in one screen on a computer in an office? Your answer to that question is critical to your own sustainability as a sought after accounting practice. Are you in retirement mode or growth mode? Retirement = QuickBooks Desktop, Growth = QuickBooks Online…
Stay tuned for Part 3: It looks really old
This is a guest post, authored by friend and QBOShow.com co-host, Woody Adams.