In this manual, we will be going over how to send your invoices from CLIPitc to your QuickBooks Desktop or QuickBooks Online account so you can bill your customers.
QuickBooks Desktop Users - Take a quick moment to review the Web Connector manual and create a backup of your company file before every syncing action.
Billing with CLIPitc is fairly simple. Once you have finished jobs for your customer using CLIPitc's scheduling and recording functions, each customer will have jobs in their history that will need to be transferred to QuickBooks so you can bill your customers. With that understood, let's take a look at getting those invoices over to QuickBooks.
First, make sure you are logged into both CLIPitc and QuickBooks.
Now, inside of CLIPitc, click on the QuickBooks tab.
Next, click on "Invoice".
Now, select your invoice date and Due Date.
Invoice Date is the date you are closing the monthly billing for. So if you do billing at the beginning or end of month, just use that date as the invoice date. This field is mandatory.
Cut off Date is the date that you do not want to see bills after to prevent you from generating charges for customers that haven't been completely serviced.
Due Date will be used by as the date the bill is due to be paid. Once that Date has passed, the program will mark that invoice as overdue. This field is mandatory.
Below, you will see a screen shot of a few other options for sending invoices over to QuickBooks. Let's take a look at what these options are for.
Statement/Invoice radio buttons allow you to choose between sending a statement or invoice to your customer. Statements include the account aging information and the total amount due. Invoices include an invoice number, as well as total charges minus total payments for balance due at the bottom.
Sort by Account No will order your invoices by account number. If this box is left unchecked it will sort invoices alphabetically.
Include Invoice Notes will simply print the invoice notes on the invoice that you have entered through recording work or through job notes.
Include Time In to Description will add the time your crews started a job in the invoice description.
Include Time Out to Description will include the time your crews finished a job in the invoice description.
Separate Invoices by ClassesThis will only appear if you are a QuickBooks User. If you use classes in QuickBooks this will order the invoices by class.
Include Property Name to Description this will place the customers property name in the invoice description.
Transfer $0.00 Transactions will include the work orders for installments.
Include Skipped Jobs on Invoices will include a line item for work orders that were skipped.
Show Per Item Sales Tax This will only appear if you are not a QuickBooks user. It gives you the option to have the sales tax as a separate line item.
Include Unused Materials on the invoice will include the list of materials that you have attached to the job, yet didn't assign a quantity.
Include "statements to be emailed" in printed report will include bills for customers that you've keyed an email address in and selected "Email Invoices" for in the list of invoices to be printed.
If you print your Contract Customers with your Non-Contract Customers be sure to process your installments first.
Include Installments must first be checked off before the following steps can be applied.
Month to Bill For will run the installment fee amount for the month you selected, and place the month name on the charge's description for documentation purposes.
Transaction Date will tell your customers when the installment amount was charged to their account.
Last Transaction Date is for your reference so you know the date of the last time you processed installments.
Once you have your Installment Month and Transaction Dates set, go ahead and click process. This will push installment amounts into your customers history so they can be printed onto the invoices you are about to print.
Once you have checked off the options you want, now all you need to do is transfer the invoices. To do that, you can either Generate All Invoices or Generate / Edit Individual Bills. Generate / Edit Individual Bills will give you the ability to transfer or preview individual jobs or customers over to QuickBooks without sending or looking at the entire swath of invoices. See Invoices to be emailed sends you over to the "Email Bills" section, where you can email out invoices to your clients instead of printing a paper copy.
You should see the following screen appear.
Batch # will be the batch number of the batch you just created
Invoices displays the total amount of invoices in the batch
Date displays the date for the invoices
Amount displays the total amount of the batch
Total Paid displays the total paid on the batch
Total Unpaid displays the amount unpaid
User displays the user who created the batch
Created At displays the the date the batch was created on
Status displays if the batch is processing, failed or invoiced
Undo Batch will reverse it
Print will print the invoices for the batch
Clicking on the batch number will allow you to view the customers who go invoiced. You can delete or print as well. If you print from the batch screen, it will print it as a statement.
If you're a QuickBooks Online user, clicking on Generate All Invoices or Generate while inside the "Edit Individual Bills" section will automatically transfer those invoices to QuickBooks Online, without the need for a sync. It'll notify you up at the top with green lettering just above Invoice Information.
If you're a QuickBooks Desktop user, you'll need to perform a sync. Open up your Web Connector program by going to QuickBooks and selecting File > Update Web Services and performing a normal sync procedure. Make sure the checkbox for CLIPitc is checked and click on the Update All button.