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Using QuickBooks Desktop and SpringAhead for Invoicing

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SpringAhead has an invoicing feature that you can use to populate your invoice template in QuickBooks with the time data that is collected in SpringAhead. Using this guide, you will:

  • Configure settings in My Company for invoicing
  • Review the additional invoicing options

Configuring Your Invoice Settings

To set up your company for QuickBooks Invoicing by using SpringAhead to create invoices and have them brought into QuickBooks:

  • Log in as an administrator.
  • Click on Settings, then click on My Company.
  • Scroll down to the Invoicing section. invoicing_1.png
  • Export Timecards with Invoices
    • Check this box if you are exporting timecards to a 3rd party payroll provider, but still would like to have the timecards in your QuickBooks file.
  • Check the box labeled Export Invoices.
  • Select QuickBooks in the Accounting Software drop-down.
  • Select the Invoice Cycle.
    • The invoice cycle is the most common frequency in which you invoice your clients. This can be changed on a project by project basis.
  • Select the Invoice Date.
    • This is the date that appears on your invoice.
      • If set to today, the date will be the day you export.
      • If set to custom, SpringAhead will ask you for a date each time you export.

         

Reviewing Additional Options

These are the additional settings that you can select to bring more data onto your invoice in QuickBooks:

  • Include Time Descriptions on Invoices
    • Tells SpringAhead to send notes from the timecard to the description field on the invoice.
  • Use Item Description on Invoices
    • Checking this box overrides the default invoice description above and uses the item descriptions in your QuickBooks file.
  • Invoice Description
    • SpringAhead has a lot of control over what populates in the invoice description.
      • The default invoice description is %Name% - %Dates%
      • Default description translates to Connie Contractor – 01/01/2012-01/07/2012
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