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QuickBooks Online Integration

If you use QuickBooks Online, you can connect it with Clerk Invoices to enable the following features:

  • See all your QuickBooks customers in Clerk. In Clerk, customers are called clients. You could work with them like with regular Clerk clients — create invoices and invoice templates, see reports etc. Renaming and deleting of QuickBooks clients will be disabled. They will have a small green QBO badge. The QuickBooks clients are updated in Clerk in real-time when you change them in QuickBooks.
  • Automatically sync all invoices from Clerk to QuickBooks. Any created or updated invoice that belongs to QuickBooks client in Clerk will be automatically created or updated in connected QuickBooks company. At the current version, this is a one-way sync.

Enabling QuickBooks Online integration requires just a few clicks! Go to Settings ▸ Integrations, click Connect QuickBooks Online button and follow the onscreen instructions:

Every exported invoice in QuickBooks will have a link to the corresponding invoice in Clerk in the “Message on statement” field, that is not visible to the client.

Setting Products and Services for Invoice Items

In QuickBooks Online every invoice item should be connected with product or service that you pick from a list. To set QuickBooks product or service for invoice item in Clerk, just put its name at the beginning of item description. Clerk will automatically search for the corresponding QuickBooks product or service and set it for every invoice item. If product or service could not be found, the QuickBooks default one will be applied.

For example, if we have the “Hours” service for time and materials work and the “Compensation” product for covering the team’s business trip expenses, the invoice in Clerk could look like this:

And the corresponding invoice in QuickBooks will look like this:

Applying Taxes and Discounts

Taxes and discounts in QuickBooks work in a very different way compared to Clerk. For example, taxing for US companies in QuickBooks works in semi-automatic mode and we can apply only one tax per invoice, which could be a complex grouped tax. Taxing for non-US companies in QuickBooks works in manual mode and we can apply taxes per item only, so one invoice may have many different taxes. Even QuickBooks has 2 different non-compatible taxing modes in their product.

Syncing taxes and discounts partially will lead to many non-transparent and tricky cases and potential mistakes. That is why in the current version of Clerk, taxes and discounts are not synced with QuickBooks. So, if you need to apply tax or discount to some invoice, please do it in the QuickBooks after the invoice is created in Clerk.

The only thing we do is for US companies, we save if tax is enabled or disabled for each invoice item. We take this option from Tax 1 field in Clerk. For non-US companies, QuickBooks does not allow doing that.

QuickBooks Multicurrency Mode

Please note, that in the current version, Clerk does not support multicurrency mode. If you are using multicurrency mode in QuickBooks, keep in mind, that QuickBooks will allow syncing invoices only if the currency selected in Clerk settings will match the customer’s currency in QuickBooks.

We would be happy to hear your feedback about QuickBooks integration. Please let us know if something is missing.