QuickBooks

QuickBooks is an online accounting software package that allows you to create, store and send invoices from any device. OnePageCRM is integrated with QuickBooks to help you create draft invoices and quotes from your deals without the hassle of copying and pasting data between the two tools.
In this article:
How to find and install QuickBooks How to create a draft invoice in QuickBooks
How to create an estimate in QuickBooks How to search or create a contact in QuickBooks

How to find and install QuickBooks

1

First, ensure that you have an account with QuickBooks. If you don't already have an account, you can create one here. Then in your OnePageCRM account go to your User Profile / Initials (in the top right-hand corner) → Select Apps and Integrations → Under Financial Apps select QuickBooks.

2
Click Install.
3
Click Connect to QuickBooks and you will be redirected to the QuickBooks login page. Fill in the required fields and click Sign In.


4
To finish the setup, click Connect.

5
You've now successfully integrated QuickBooks with OnePageCRM!

How to create a draft invoice in QuickBooks

1

In OnePageCRM open a contact with a pending or won deal and click on the QuickBooks button to create a draft invoice.

2

Create estimate/invoice pop-up is displayed with pre-populated information. You can edit this information. 

  • Contact name is shown by default in Contact name.
  • Billing address is populated with the contact’s address. 
  • Invoice date defaults to Today's date.
  • Payment terms default to 30 days after the Invoice date. 
  • Description (Optional - it will be displayed in the ‘Description’ column on the invoice) defaults to the Deal Name.
  • Deal Items, any Items added to the Deal.
  • Note to customer (Optional - Will be displayed as a message on the invoice).
  • Amount defaults to Deal amount.
NOTES
  • When you create a draft invoice, if no matching contact is found in QuickBooks, it will be automatically created.
  • You can populate the address field with a contact or organization address by selecting them from the drop-down list.
  • If the contact is found in QuickBooks, the Billing address will be populated with the associated Billing address. You can change it to the address stored in OnePageCRM or QuickBooks by selecting it from the drop-down.
3

On the Create estimate/invoice pop-up use the Estimate / Invoice toggle button to select the Invoice.

4

Click Create button to send the drafted invoice to QuickBooks.

5

Click on the  View in QuickBooks button to go to the draft invoice page in QuickBooks, where you can further edit the draft, Save or Save and Send it.

How to create an estimate in QuickBooks

1

In OnePageCRM open contact with a pending deal and click on the  QuickBooks button to create an Estimate.

2

Create estimate/invoice pop-up is displayed with pre-populated information. You can edit this information. 

  • Contact name is shown by default in Contact name.
  • The billing address is populated with the contact’s address. 
  • Estimate date defaults to Today's date.
  • Expiration date defaults to 30 days after the Estimate date. (Optional)
  • Description (Optional - it will be displayed in the ‘Description’ column on the estimate).
  • Deal Items, any Items added to the Deal.
  • Note to customer (Optional - Will be displayed as a message on the estimate).
  • Amount defaults to Deal amount.
NOTES
  • When you create an Estimate, if no matching contact is found in QuickBooks, it will be automatically created.
  • You can populate the address field with a contact or organization address by selecting them from the drop-down list.
  • If the contact is found in QuickBooks, the Billing address will be populated with the associated Billing address. You can change it to the address stored in OnePageCRM or QuickBooks by selecting it from the drop-down.
3

On the  Create estimate/invoice pop-up use the Estimate / Invoice toggle button to select the Estimate.

4

Click  Create button to send the estimate to QuickBooks.

5

Click on the  View in QuickBooks button to go to the estimate page in QuickBooks, where you can further edit the draft, Save or Save and Send it.

How to search or create a contact in QuickBooks

1

You can search for the contact in QuickBooks by typing the name in the  Contact name field while creating an estimate/invoice. If the contact is found in QuickBooks, the matching results will be displayed in a list.

2
You can search for the contact in QuickBooks using general search by clicking on the magnifying glass icon, which will display all matching contacts and transactions (Estimates, Invoices, etc.).
You can also search for contacts by going to the left-hand side menu and selecting Customers & leads. The Customers tab is displayed by default where you can use the search bar. All matches will be displayed while you type. To see contact details just click on the contact's name.

3
You can create a contact in QuickBooks in several ways:
  • Create an Invoice/Estimate in OnePageCRM for the contact that doesn't exist in QuickBooks. It will be automatically created.
  • Go to the QuickBooks homepage and click on the Add customer shortcut or select Customers & leads from the left-hand side menu.

  • Go to Customers & leads -> Customers. Click on the New customer button in the top-right corner.

  • The Customer Information form will pop up. Fill in the data and click Save.

NOTES
  • When creating a new billing contact in QuickBooks, OnePageCRM pushes the following contact details: First & Last name, Organization, Work phone, Mobile phone, Email, and Address.
  • The QuickBooks integration can be installed and configured by the Account Owner or Administrator only. Once QuickBooks integration is connected, users can send invoices and estimates to the connected QuickBooks account.
  • To search for an Organization from within OnePageCRM while creating an estimate/invoice, 'Display name as' field in QuickBooks Customer information must be updated with the Organization name.
  • To make sure that the estimate/invoice number is automatically generated, in your QuickBooks account go to Settings → Sales and turn off the 'Custom transaction numbers' toggle.

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