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Create QuickBooks Desktop Invoices

Sophie Humphrey
  • Updated

You can generate an invoice from Sales Orders to be editable and managed in QuickBooks Desktop. Before beginning these steps, ensure your account is connected by following these steps.

Things to Know:

  • QuickBooks does not allow an external application to read or edit a company file when another company file is open. However, an external application is able to read and edit a company file if no company files are open. This is a limitation of QuickBooks and not something we can control.

  • If you have multi-user mode turned on for your company file, multiple users can post invoices from Canix to the same company file inside of QuickBooks at the same time.

On the Web Application:

  1. Open the Sales Order you want to generate an invoice for under Sales > Sales Orders

  2. Navigate to the invoice section below the sales order information and select Invoice Actions.

  3. Select Create QB Desktop Invoice

    1. Select a QuickBooks customer by searching in the QuickBooks Customer field. When searching for a customer, you also have the option to create a new QB customer using the customer information from the existing Canix invoice. 

    2. Select the QuickBooks item that matches the Canix sales order item.

      Notes:
      - Once a QuickBooks item is selected to associate to a Canix item the first time, Canix will populate the associations with that selection for following invoices until changed.
      - If the items or customer you are looking for do not populate as options in Canix, select Sync QB Data to resync the items and customers in your QuickBooks account.

    3. QuickBooks Desktop enters Discounts, Fees and Taxes as line items. Select the corresponding items for these in QuickBooks

    4. Enter an email in Send Invoice To. This does not send an invoice to that email from Canix but populates this field in QuickBooks.

    5. Enter an Invoice Date, Payment Due Date and Delivery Date

    6. Enter Internal Notes (optional)

    7. Once all fields are filled in, select Send to send to QuickBooks Desktop and further manage your invoices there.

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