Shopmonkey: How do I send invoices to QuickBooks?

Streamline bookkeeping by automatically sending payment and invoice information to QuickBooks

Garrett avatar
Written by Garrett
Updated over a week ago

Note: The following information is presented assuming your QuickBooks Online account or QuickBook Desktop account has been connected and configured. If you need to set up your QuickBooks integration, please check out our How do I integrate Shopmonkey with my QuickBooks Online account? or How do I integrate Shopmonkey with my QuickBooks Desktop account? article.

Sending invoices and payments from Shopmonkey to QuickBooks Online

Within an order, you can verify the Order Status on the menu to the right of the page:

If you convert an estimate to an invoice, Shopmonkey will automatically prompt you to send this invoice and related payments to QuickBooks Online:

If the estimate was already converted to an invoice and has not yet been sent, you will see the following button options:

Click the Send to QuickBooks button to send the invoice and any related payments.

Note that any future payments can also be sent to QuickBooks, and that you can update the full invoice details as needed by clicking on the "..." ellipsis (more actions) button.

Options for sending invoices and payments

Auto-Send Payouts as Deposits

If you have Shopmonkey Payments enabled you can control which QuickBooks asset account your Shopmonkey payouts will be sent to. You can also decide where your payment transaction fees will be recorded, which will alleviate the need to manually record your fees separately from your deposits.

To have Shopmonkey payouts automatically be sent to QuickBooks as deposits, simply click on the Auto-Send Payouts as Deposits toggle, and then choose the desired accounts:

If at any time you need to manually send a payout to QuickBooks (perhaps for a payout received before turning the Auto-Send Payouts as Deposits toggle on), you can go to your Settings > Payments > Payouts page, click on the payout, and then click Send to QuickBooks as deposit:

Auto-Send Invoices and Payments

When it comes to sending an invoice to QuickBooks, you have the option to have invoices and payments be sent automatically instead of being prompted to do so. Any changes made to an invoice will be sent to QuickBooks every 2 minutes. Click on the Auto-Send Invoices and Payments toggle to turn these settings on or off:

Send Payment Terms

When toggled on, for future invoices, QuickBooks and Shopmonkey invoice payment terms will be set to match. Use the drop downs to line up the terms between Shopmonkey and QuickBooks:

Note: You may need to update term definitions in QuickBooks to ensure an accurate match.

Sync Invoice Numbers

You can also choose to keep the Shopmonkey invoice number the same in QuickBooks:

Send Location

If you are managing multiple shop sites in one Quickbooks account, you can easily assign a default location to each of your Shopmonkey shops to ensure that all new and updated invoices will be associated with the correct location:

Send Invoice Info

Additionally, you can control whether or not invoice information sent to QuickBooks will appear in the Message on Invoice and/or Message on Statement fields of your QuickBooks invoices:

Still have questions? Feel free to reach out to us through the Chat Icon in the bottom right corner of your screen. Thanks for reading!

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