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Once you have created an invoice in Monograph, you may send a copy to QuickBooks Online if your account is synced.
There are two options to send invoices to QuickBooks Online: individually or in batches.
Sending an Individual Invoice
When you have finished editing the new invoice, click on "Preview" on the navigation menu. The best practice recommendation is to ensure all the information is accurate prior to marking the invoice as 'Open'.
Once in invoice is marked Open, click the Send to QuickBooks Online button.
From this "Preview" page, you may also choose to print your invoice, Download the invoice as a PDF, or export it as a CSV file by clicking any of the three buttons below Export.
Batch Sending Invoices
🚨 If you have Automated Sales Tax set up in QBO, then the batch invoice option is not available. This is because taxes must be calculated by QBO, individually for each invoice, before the invoice can be sent to QBO.
To send multiple invoices at once, navigate to Money on the main menu then select 'Invoices'. To the left of the invoice number is a box - you can either select invoices one by one as shown below or you can select the box in the header.
When you select this box, it will only select all the invoices on that page. It will not select all invoices on all pages.
Then you can navigate to 'Export' in the top right. Once clicked, you have the option to either 'Send selected to QuickBooks Online' or export 'All transactions'. Please note that exporting 'All transactions' will export all invoices on that page, not just those selected.
To export only the selected invoices, click on export 'Invoices'.
Once the invoice has been sent, there will be a green QuickBooks Online logo next to the invoice number.
Please note that Monograph will not automatically send invoices to your QuickBooks Online account. Future changes made to an existing invoice, or new invoices created, will require the process detailed above to be sent to QuickBooks Online.
🚨You may receive a warning that certain invoices were not sent to QuickBooks Online as the client is not in QuickBooks Online. In this case, you will want to navigate back to the invoice, duplicate it, delete the original, and then select a client that is in QuickBooks Online.
What items on the Monograph Invoice will carry over to QuickBooks Online
The following items entered into your Monograph invoice will carry over when sending a copy to QuickBooks Online.
Client First + Last Name
Client Address (City, State, Zipcode)
Client Email Address
Invoice Number
Issue Date
Due Date
Terms
Description
Quantity, Unit Price, Amount
Message
Taxes
How an invoice from Monograph will look in QuickBooks Online
Below is an example of an invoice from Monograph that has been sent to QuickBooks Online. The following items are included on this invoice:
Schematic Design (Fixed Fee Services)
Additional Services (Hourly Services)
Surveyor (Consultants)
MEP Engineer (Consultants)
Site Visit (Expense)
Other Item #1 (Other Items)
Other Item #2 (Other Items)
As shown above, Consultants and Phases are mapped according to the Service Items selected within Settings. For "Other Items" line items or project-specific custom phases, they appear under the default "Sales" service item.
Marking invoices as Paid in Monograph and Quickbooks Online
For firms that use QuickBooks Online Plus and QuickBooks Online Advanced, invoices can be marked as paid automatically between Monograph and QuickBooks Online only after the required payout information has been added in Settings. Once the information is entered, if an invoice that is sent from Monograph to QuickBooks Online is paid in Monograph, it will be marked as Paid in both Monograph and QuickBooks Online.
Alternatively, if a payment is made in Quickbooks Online, then the invoice will also automatically reflect as paid within Monograph as long as your firm uses QBO Plus or QBO Advanced.
This also works with partial payments. If a partial payment is made in Monograph, then it will show as partially paid in QuickBooks Online and vice versa.
Convenience Fees
Depending on whether convenience fees are passed on to a client or paid by your firm, convenience fees will be recorded differently.
When the invoice is paid, if the convenience fee is passed on to a client, the transaction will appear in QuickBooks Online for the full amount of the invoice. Since the fee is passed on, it will not appear in QBO.
If the convenience fee is paid by your firm, then an expense will also be created to account for the total amount of the fee. The payee for the expense will show as "Monograph"; if Monograph isn't already a vendor within QBO, a new vendor will be created.
Important to note: when QuickBooks Online imports the Stripe payout transaction from the bank account, the transaction will need to be excluded in QBO. This will look like the screenshot below.
Deleting invoices sent to QuickBooks Online
It's important to note that if you delete an invoice in Monograph, it will not be automatically removed from QBO, instead you will need to be manually deleted it in QBO. Similarly, if you delete an invoice in QBO, it will need to be manually deleted in Monograph.
🚨 Invoices paid via Monograph Payments cannot be deleted within Monograph.
For more information about QuickBooks Online or your Chart of Accounts, you may refer directly to the QuickBooks Support page.