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Send Invoices to QuickBooks
Send Invoices to QuickBooks

Streamline bookkeeping by automatically sending payment and invoice information from Shopmonkey to QuickBooks

Ashley Bennett avatar
Written by Ashley Bennett
Updated over a month ago

Please Note: The following information is presented assuming your QuickBooks Online account has been connected and configured with Shopmonkey. If you still need to connect your QuickBooks Online account to Shopmonkey, please check out Set Up QuickBooks Online Integration to learn more.

Send Invoices to QuickBooks

Auto-Send Invoices

On the QuickBooks Settings page (Settings → QuickBooks), select the Invoices tab.

QuickBooks invoices settings in Shopmonkey

Manage your QuickBooks Invoice settings.

  • Auto-Send Invoices: Toggle on to automatically send invoices to QuickBooks when you convert them to an invoice in your shop

  • Send Invoice Info: Toggle on to include invoice info (estimate number, customer, vehicle) to message fields in QuickBooks. Select to share on invoices, statements, or both

  • Sync Invoice Numbers: Toggle on to keep Shopmonkey and QuickBooks invoice numbers the same

Check Send Status or Manually Send an Invoice

After you convert an estimate to an invoice, a QuickBooks tab will appear on the right-side panel of the work order. View the Status of the invoice in QuickBooks (Sent, Not Sent), Last Sent, and QuickBooks Invoice.

Quickbooks tab on a work order

If you do not have auto-send invoices turned on, select Send to send the invoice to QuickBooks.

Out of Date Status

Does your QuickBooks invoice status say Out of Date? Once the invoice has been sent to QuickBooks, any changes made to the invoice will change the QuickBooks status to Out of Date.

  • If the auto-send invoices setting is turned on in your shop, Shopmonkey will automatically send the update to QuickBooks and the status will update to Sent when finished

  • If you do not have the auto-send invoices setting turned on in your shop, you will need to click the Update in QuickBooks button to send the changes over (if desired)


Auto-Send Payouts as Deposits

If you have Shopmonkey Payments enabled in your shop, you can control which QuickBooks asset account your Shopmonkey payouts will be sent to.

Enabling Auto-Send Payouts as Deposits allows you to decide where your payment transaction fees will be recorded and alleviates the need to manually record your fees separately from your deposits.

On the QuickBooks Settings page (Settings → QuickBooks), select the Payments tab.

QuickBooks payments settings in Shopmonkey

Toggle on Auto-Send Payouts as Despotis. Select a Destination Account and an Expense Account.

toggle on auto send payouts as deposits
  • Destination Account: Where deposits will be received

  • Expense Account: Where payment transaction fees will be added

Manually Send a Payout to QuickBooks

There are a few instances when you may need to manually send a payout to QuickBooks. A few examples:

  • A payout received before turning the Auto-Send Payouts as Deposits toggle on

  • An instance of a deposit discrepancy between Shopmonkey and QuickBooks

To manually send a payout to QuickBooks, navigate to Settings → Payments → Payouts. Select the payout and then select Send to QuickBooks as Deposit.


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