This article covers the advanced use case of QuickBooks-side invoicing. Note that most firms should use the standard invoice syncing method instead.
The Materio QuickBooks integration offers two ways of managing invoices:
Materio-side invoicing: Draft invoices, send them to clients, and receive payments all directly in Materio. All information is automatically synced one-way from Materio into QuickBooks.
QuickBooks-side invoicing: Draft invoices in Materio, then sync the drafts to QuickBooks where you can make final edits, send to clients, and receive payments. After the initial sync from Materio into QuickBooks, further updates made in QuickBooks automatically sync the other way from QuickBooks back into Materio.*
Tip: We strongly recommend using Materio-side invoicing, which is simpler and better supported than QuickBooks-side invoicing. QuickBooks-side invoicing is an advanced feature available mainly as a workaround should you have an existing bookkeeping process in QuickBooks that is not ready to change.
Step 1: Draft an invoice in Materio
Draft an invoice normally in Materio.
Step 2: Click "Move to QuickBooks"
To access this button, click the three dots to the left of the main buttons:
Then choose "Move to QuickBooks" in the menu:
Step 3: Finalize the invoice in QuickBooks
Once you have clicked the "Move to QuickBooks" button, the invoice is now considered "Managed on QuickBooks," meaning you will no longer be able to make edits to it in Materio. Instead, make any final edits directly in QuickBooks. The updated due date, tax total, grand total, and balance from QuickBooks will automatically sync back and be reflected in Materio, though the exact updates to individual line items will not.
Step 4: Send the invoice through QuickBooks
Use QuickBooks to issue the invoice to your client. The invoice status change from QuickBooks (from "Draft" to "Sent") will automatically sync back and be reflected in Materio.
Step 5: Receive payments through QuickBooks
Use QuickBooks to receive payments from your client. The updated balance and any invoice status change in QuickBooks (from "Sent" to "Partially Paid" or "Paid") will automatically sync back and be reflected in Materio. This allows your client to see their total paid in Materio.
Other Details
QuickBooks-side invoicing only supports standard invoices -- not retainers or deposits. If you'll need to sync retainers or deposits, use Materio-side invoicing instead.
If you need to remove a payment from an invoice that is managed on QuickBooks, prefer voiding the payment over deleting it. Voiding will allow Materio to correctly sync back and reflect the updated balance, whereas deleting will not, and the invoice can fall out of sync.
If a QuickBooks-managed invoice ever falls out of sync and is not properly reflected in Materio, a workaround is for you (the firm) to make a small edit to the invoice on QuickBooks. Making a small edit will always be a way to force a fresh sync back into Materio for any QuickBooks-managed invoice.
Note that only high-level summary information (due date, tax total, grand total, balance, status) syncs from QuickBooks back into Materio. The exact updates to individual line items will not sync back.