CommitCRM lets you create QuickBooks Invoices at the Account/Ticket/Contract levels.
If you create an invoice at the Account level, all Billable charges related to the Account that haven't been billed yet will be included in the invoice, including charges related to Tickets and Contracts.
If you create an invoice at the Contract level, only Billable charges that haven't been billed yet which are related to the selected Contract will be included in the invoice, including all Ticket-related charges.
If you create an invoice at the Ticket level, only Billable charges that haven't been billed yet which are related to the selected Ticket will be included in the invoice.
In all cases, you can also include not-billable charges in the invoice, which will be displayed in the invoice with a zero billable total amount. This way you can include all the charges without actually billing for not-billable charges.
There are two ways to create an invoice. The first option is creating an invoice for a specific Account, Ticket or Contract, and the second option is creating invoices for open balances in general.
Option 1: Go to the Accounts/Tickets/Contracts window, and select Create Invoice... on the QuickBooks drop down toolbar menu.
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Option 2: Go to the File menu, select New and then QuickBooks Invoice.
After selecting this option the Generate QuickBooks Invoice dialog box is displayed:
Select the level at which you want to generate the invoice (either Accounts, Tickets, or Contracts).
View all the open Billable charges for the level you selected:
In the example above, the Ticket level was selected. All the Tickets with open Billable charges are displayed. Select the Ticket for which you want to create an invoice and click Select Ticket and Continue.
After selecting the Account/Contract/Ticket record for which you want to create an invoice, the following window is displayed (this window is also displayed when the Create Invoice... option has been selected from the Account/Contact/Ticket window in Option 1 above):
All Billable charges that haven't been billed yet and are related to the selected Account, Contract or Ticket record (Ticket in the example above) are displayed and by default are selected (using the check mark) to be included in the invoice. In addition, you can include Not-billable charges in the invoice. Not-Billable charges are displayed in the invoice, however, they do not affect the invoice total.
To include or exclude the not-billable charges click the Include Not-Billable Charge/Exclude Not-Billable Charges button. Note that Administrators can set the system to always include the Not-Billable charges from Tools > Options > QuickBooks.
In the charge list you can select which charges will be included in the invoice by selecting or unselecting them by clicking on the checkbox to the left of the record.
Tip: You can use the Quick Select and/or Quick Unselect and/or Advanced Sort buttons to more easily select the Charges to be billed (this is usually required when a lot of charges are displayed).
At this stage you can also set different parameters for the invoice itself. The following options are located at the top of the Generate QuickBooks Invoice window:
1. Bill To - This is the invoice billing address. By default it is taken from the Bill To data defined for the customer in QuickBooks. You can enter a different address in this box if necessary.
If you have modified this information by mistake and want to use the QuickBooks defaults, right-click above the field and select Set by QuickBooks.
2. Ship To - This is the invoice shipping address. By default it is taken from the Ship To data set defined for the customer in QuickBooks. You can enter a different address in this box if necessary.
If you have modified this information by mistake and want to use the QuickBooks defaults, right-click above the field and select Set by QuickBooks.
3. Date - This is the invoice date. By default, the date used is today's date. You can modify the date if necessary by typing an alternate date in this field.
4. Reference - This is the invoice Reference number. This number is set by default by QuickBooks. You can modify this number if necessary by typing an alternate Reference number in the field.
5. Due Date - This is the invoice Due Date. By default, the date is one month from today's date. You can modify this date if necessary by entering an alternate due date in the field.
6. Memo - This field is for invoice memo/notes. If necessary, enter a memo that will appear as part of the QuickBooks invoice.
After entering the invoice details and selecting the relevant Charges, click Next.
The lines of the invoice are now displayed as they will appear in the QuickBooks invoice.
In this step you can modify the text which will be displayed on the invoice lines. Note that all modifications made to the invoice lines here are not applied to Charges in Commit, and only apply to the QuickBooks invoice lines.
Move Line Up/Down
You can use the Move Line Up/Move Line Down buttons or the Advanced Sort button to modify the order of the invoice lines.
Insert Line/s
You can also use the Add Blank Line button to include blank lines between the invoice lines in order to space the invoice up and make it more readable
Incl. in Description
You can also use the "Incl. in Description" button to include additional information to all invoice line simultaneously, such as:
Click on Incl. in Description and select the data you wish to be added to the description for every invoice line. To add this information to all invoices by default go to Tools > Options > QuickBooks and select the information you want to include in invoice lines.
You can double-click on each invoice line to add or edit the text/description of the selected line.
As mentioned above, these changes will take affect only on the invoice lines in QuickBooks. The original charges will not be affected by these changes.
In the image below, you can see that additional information has appeared in the Description column of the invoice lines.
When the invoice information is complete, click Generate QuickBooks Invoice.
Commit will now verify all the settings with QuickBooks and will add the QuickBooks invoice. Once an invoice has been created, the following unofficial invoice will be displayed. This invoice is just to give you an idea of how the invoice was created in QuickBooks. For complete details, view the invoice details in QuickBooks.
If you wish to create another invoice, click on Create New Invoice'. Otherwise, you can close the window.
The invoice we've created looks like the following in QuickBooks:
