QuickBooks Online: Invoices

This article will review how to successfully export and publish an invoice to QuickBooks from LMN.

In this article:

Setup QuickBooks Online Sync Tool

      Step 1: Connecting to your QuickBooks Online Account

      Step 2: Link Customers

      Step 3: Tax Settings      

Publish an Invoice From LMN to QuickBooks

Custom Numbering (Optional)

Setup QuickBooks Online Sync Tool 

Step 1: Connecting to your QuickBooks Online Account

Before you can sync over invoices to QuickBooks Online, you will need to make sure your SETUP is done correctly in our integrated QuickBooks Sync Tool.

1. Navigate to the QuickBooks Sync Tool: In LMN, select QuickBooks > QB Online
   
2. Once you're signed in, connect to your QuickBooks Online account by clicking the Connect to QuickBooks button. ✅ When connected, the status along the top will show green.
   
3. Next, click SETUP > Link Service Items. You will want to link any unmatched LMN Cost Codes to your QuickBooks Service Items. 
   💡Tip: Any cost codes in LMN that have the same name as your Service Item in QuickBooks will automatically show up under Matched Cost Codes for you.
   
   Linking your LMN Cost Codes (left) to the proper QuickBooks Service Item (right) is important so that revenue can be properly directed to the correct Chart of Accounts in your QuickBooks. 
   For example, any revenue generated under a Maintenance Cost Code in LMN will land in your Grounds Maintenance Chart of Accounts in QuickBooks
   

Step 2: Link Customers

By completing this step, your invoices will have a direct path of where to land in our QuickBooks, and any future invoices for this job will know where to go.

1. Under the SETUP menu, click Link Customers.
   ⚠️ This step is required for any new jobs created in LMN. If this step is skipped before you publish an invoice over to QuickBooks, you will receive an error message letting you know the customer ID could not be found.
   
2. Link any unmatched Customers/Jobs in LMN to customers in your QuickBooks using one of the following options:
   • Option 1: If you have one customer with multiple jobs throughout the year in LMN, each new job created will need to be matched to the Existing Customer in QuickBooks using the drop down menu
     
     
   • Option 2: If there is a new job from a new customer in LMN, click the Create button on the right instead of matching. This will create a new customer in QuickBooks for you.
     

Step 3: Tax Settings

The final step that needs to be completed prior to publishing invoices is setting up your sales tax preferences and linking your tax codes.

1. In the QuickBooks Sync Tool menu under INVOICES, click Settings
   
2. Select between 2 options:
   • Option 1: If your company charges a sales tax, check the box next to My Company Charges Sales Tax (Taxes ON)
     
   • Option 2: If you do not charge a Sales Tax, your setup is now complete to successfully export invoices over to QuickBooks ✅
     
3. Once you have turned your sales tax preference to ON, you will need to complete linking your tax codes under the original setup. Navigate to SETUP > Link Tax Codes
   
4. Any tax codes added to LMN will need to be matched with a tax code of the same percentage in your QuickBooks.
   Click the Matched Taxes tab. Once you complete the match in any of these sections, the settings are saved in the Sync Tool.
   

Now that you have completed your QuickBooks Sync SETUP, let’s take a look at how to export LMN invoices to your QuickBooks! ⬇️

Publish an Invoice From LMN to QuickBooks

In LMN, you are able to export invoices to QuickBooks directly from within the invoice, or in bulk from the Invoice List. 

💡We recommend exporting invoices to QuickBooks as soon as they are generated and approved in LMN so that your accounting software is always up to date. 

Option 1: 

1. In LMN, from your Invoice List, check the boxes to select multiple approved invoices in bulk to Export to QuickBooks.
2. Click the Update Invoices button, from the dropdown select Export to QB
   

Option 2: 

1. From within the invoice, click the More button on the top right, from the dropdown select Export to QB
2. The invoice status will switch from Approved to Queued, indicating that this invoice is now in the sync tool, waiting to be published over to QuickBooks
   Once your invoices are set to Queued, they will be listed in the QuickBooks Sync Tool under INVOICES > Publish Invoices. 

3. Review the selected invoices on the Queue Invoices list and click Publish to QuickBooks

   ⚠️ Banner Warning: If you would like the LMN generated Invoice # to become your QuickBooks Invoice #, we highly recommend turning OFF the Custom Transaction Numbers in QuickBooks prior to publishing any invoices. 
   If you do not want to interfere with your current QuickBooks numbering system, we recommend keeping the Custom Transaction Numbers option ON. 
   For instruction on how to do this, click here.

4. Navigate to the Job Status tab on the left to view the Status of your QuickBooks Export. 
   💡Tip: You will receive an email after each export detailing whether the export was a success, or a failure with the reasons listed inside for reference.
   

5. All invoices published through the LMN Sync Tool will appear in your QuickBooks under the customer you chose in Link Customers. To see more information, click on the View/Edit button on the invoice in QuickBooks Online
   

   Here we can see the following:
   
   
   
   The QuickBooks assigned Invoice Number is listed on the right. The LMN generated invoice number has been recorded below as the Message on Statement that will appear on the customer statement from QuickBooks should you choose to send one.
   💡If Custom Transaction is turned OFF, the LMN Invoice Number will also be your QuickBooks Invoice Number link 

6. Back in LMN, Navigate to Invoices > Invoice List: all Queued invoices that were successfully published over to QuickBooks will now have a status of Exported. The QuickBooks generated INV # will appear back in LMN under the Acct Inv # column.
   

✅ You have successfully exported your invoice(s) to QuickBooks!

Custom Numbering (Optional)

If you would like to have your LMN and QuickBooks invoice number match, you will need to turn on custom numbering in your QuickBooks settings.

1. In QuickBooks, on the top right, click on Settings wheel > Account and settings.
   
2. Click on Sales
3. Click the pencil Icon
4. Toggle ON Custom transaction numbers
5. Click Save
6. Click Done
   This will ensure any number generated in LMN will be the next invoice number in QuickBooks as well.
   

Need more help?  Contact our Support Team by email at lmn-support@granum.com, through Live Chat, or by phone at (888) 347-9864

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