NOTE: This is only available for those who have QuickBooks Desktop. Users who have QuickBooks Online cannot create an invoice from a time tracking entry at the current time.
Once a time tracking entry has been saved and completed, you will be able to generate an invoice from it, as long as you have the proper permission to create an invoice.
In order to create an invoice for any time tracking entry, the following is required:
For the Time Tracking Entry:
Billable status needs to be set to "Billable".
Customer Field is populated
Time entry is ‘Approved’ - if approvals are activated.
For the Invoice:
User has Edit permissions
Once the time tracking entry has been billed:
Time tracking entry's Billable status changes to “Has Been billed”
The synced time entry in Quickbooks will disappear and it will be represented by the new Invoice that has synced from Method.
This article will cover two ways to create an invoice from a time tracking entry: either one at a time or in bulk.
NOTE: Rounding for the time entries can be configured in the preferences of the Time Tracking App.
Create a Single Invoice from a Time Tracking Entry
Open up the Time Tracking app.
Select your time tracking entry from the list.
At the bottom of the time tracking entry, you will find the Create Invoice button which you can click.
This will immediately generate an invoice with the given rate for the service item of the job. Proceed with processing the invoice as you normally do.
Create Invoices in Bulk
Open up the Time Tracking app.
In the view filter dropdown, select Shared Time to be Invoiced.
Check the time tracking entries you wish to invoice in the list.
On the right hand side under the grid, you will find a Bulk Actions menu. Click the arrow [
∨] to show the dropdown menu and click Invoice Selected. (This will not be visible if there are no entries that meet the requirements to be invoiced).
A notification will pop up showing how many invoices will be created.
Unique time entries for various customers will create multiple Invoices.
Time entries for the same customer will be added as multiple line items on the same invoice
In the above example, we had three time tracking entries, but two of them belonged to the same customer. So in total, only two invoices will be created.
Once you click the OK button, you will be taken to the Invoices list where you can see your generated invoices. Proceed with processing the invoice as you normally do.
