CartonCloud can be integrated with QuickBooks to allow automated invoicing. 

How it Works

The above steps can be automated entirely for every invoicing cycle. See step 4 for instructions on automating the process. 

How to set up the CartonCloud / QuickBooks Integration:

Connecting to QuickBooks can be broken into three main parts:

  1. Connecting CartonCloud to your QuickBooks Organisation
  2. Linking each customer in CartonCloud with the appropriate Customers in QuickBooks
  3. Pushing Invoices to QuickBooks
  4. (optional) - Go Completely Automated

1. Connecting CartonCloud to your QuickBooks Organisation

  • Navigate to the Organisation Settings, More>Organisation Settings. 
  • Select the Invoice tab. 
  • Click Connect to QuickBooks

  • You will then log into your QuickBooks account, or if you are already logged in, click Connect

  • You'll then be redirected back to CartonCloud, and you'll be able to see the QuickBooks Connection is now active.

  • To configure the QuickBooks Products and Services to the CartonCloud invoice class, click on Modify Settings.

Please note, that the Account Codes must be set up in order to connect QuickBooks to customers (step 2) 
Name Description 
NameThe name of the Accounting Connection is shown in several places throughout the app. If you create multiple accounting connections (i.e., you are pushing invoices for different clients into different QuickBooks accounts), it's important to name them differently. i.e., "Company A", "Company B."
Start Date for Invoice/Bills

This field sets the number of days which should be added to the Invoice Ending Date when uploaded to QuickBooks. For example, if you wanted the invoice to have the same date as the last day of the invoice, then you would enter the value 0, which would add 0 days to the End Date, making the Date "2021-11-27."

By default, the number of days is set to 1; therefore, if an invoice covers the week: "2021-11-21" to "2021-11-27", then the invoice uploaded to QuickBooks will have an Invoice Date of "2021-11-28".

Examples:

Start Date for Invoice / Bills

Date of Invoice in QuickBooks

22021-11-29
12021-11-28
02021-11-27
-1

2021-11-26

-72021-11-20
Assign Invoice class to QuickBooks Products and Service Items

CartonCloud uses various types of Income and Expenses, which can be mapped to specific products and service items in QuickBooks. 

We recommend creating a unique product or service item for each revenue type in CartonCloud, allowing you to report more accurately. For example, in your QuickBooks account, you should have a product or service item for 'Storage Income', used only to record revenue from storage in your warehouse. 

The QuickBooks Products and Services can also be overwritten for specific Customers within the Edit Customers pages.
  • Once you have linked up each of your Products and Services, click Save.

Currency 

In QuickBooks, you will have a Home Currency, the default currency. Therefore, when connecting your QuickBooks and CartonCloud account, it is assumed you will be using the same currency for both. However, if it is not the same, you will receive a message like the below:

The invoice in QuickBooks will be created in the currency you have configured for the customer in QuickBooks. Therefore, it is recommended that you use the same currency against your QuickBooks and CartonCloud account for all your customers. 

2. Linking each customer in CartonCloud with the appropriate contact in QuickBooks

You now need to link each of your customers in CartonCloud with QuickBooks Customers. This ensures the correct invoice is loaded against the appropriate customer. 

  • Navigate to the Customers page, Contacts>Customers
  • Select the More button and then Bulk Link Customers to {the name of your QuickBooks Connection}.

  • Use the QuickBooks Customer search box to find each QuickBooks Contact to connect the two. Select Create New Contact in QuickBooks if you can not find the contact. 

  • Once you have finished linking each of your Customers in CartonCloud to your QuickBooks Customers, click Save at the bottom of the page. 
  • If you ever need to change an individual customer's link to QuickBooks, navigate to the relevant Customer Settings and select Invoice>Accounting Connector tabs. 

3. Pushing Invoices to QuickBooks 

If you have existing invoices in CartonCloud that you want to upload to QuickBooks (invoices created in CartonCloud before linking the customer to QuickBooks), you can do so by manually pushing them to QuickBooks from CartonCloud. 

  • Navigate to the Invoices page, More>Invoices
  • Select the Invoices you wish to upload to QuickBooks using the tick box. 
  • Select Link Accounting Connector

  • Once this is completed, the invoice will appear with a faded QuickBooks logo. This means the invoice is set up to be sent to QuickBooks but has not yet been sent.

  • Navigate to one of the individual Invoices you just selected to upload to QuickBooks and click Upload to QuickBooks. 

  • Repeat this process for each invoice. 
  • Once the invoice has been uploaded, several more QuickBooks Actions will become available.

  • You can email the invoice to the customer by clicking Email Invoice to Customer.

  • If the customer's email address is not auto-populating in the email field, you can add this into the customer's email settings (See section  4.3 in 'Go Completely Automated' below for more information). 

4. Go Completely Automated

With CartonCloud, you can automate your invoicing process so that everything (charges, invoice generation, sending invoices to QuickBooks and emailing of invoices) is seamless and done automatically for you. Provided the invoice does not have any charge errors (requiring manual intervention), complete automation is possible and recommended.

CartonCloud invoices will only be uploaded to QuickBooks once the invoice is in Approved status. 

The below set-up is done within the Customer Settings. 
You should only move to complete automation once you're happy that your rates are correct that you have everything connected correctly between CartonCloud and QuickBooks.

4.1. QuickBooks Invoice Due Date 

  • Navigate to the relevant Customer Settings.
  • Select the Invoice tab.
  • Set the QuickBooks Invoice Due Date. 

4.2. Turn on automatic Invoicing

  • Within the invoice>Details tab, enable Automatically Upload Invoices to QuickBooks.

4.3. Ensure you have your customer's email address set up to receive 'Invoice Notifications'

For the email to be sent automatically, you need to have at least one email address set up to receive Invoice Notifications.

  • Navigate to the Email>Address tab.
  • Add a new email address to the New email field. 
  • Click Add new email.

  • Enter the recipient's name and select the Invoice Notification
  • Click Save