Most firms that connect BigTime to an accounting system post a copy of their invoices to that system once they have been sent to their customer. This allows the user to track A/R within their accounting system. In this article we’ll instruct you on how to achieve posting an invoice to QuickBooks.
Step by Step for Posting
1. Open up a finalized invoice. Once you’re done editing your invoice, open it up to view the details.
2. Click the cloud icon. If you’re integrated with QuickBooks, a CLOUD ICON will appear in the top right corner of your screen that allows you to initiate a post to QuickBooks.
3. Select the appropriate Posting Format. Next to the amount column is a triangle icon that you can click to choose a specific posting format for QuickBooks depending on the level of detail you’ll need in QuickBooks.
4. Be sure all your line items have a link. In order for a line item to post over to QuickBooks, you’ll need a service item link to create a line in QuickBooks.
5. Click the blue button labeled POST TO QUICKBOOKS. Clicking post to QuickBooks queues up a transaction request to your version of QuickBooks. If you’re connected to QuickBooks, the response back is pretty instant. If you’re connected to QuickBooks desktop, open your Sync Agent and hit sync now to view your invoice in QuickBooks.
FAQ
- HOW CAN I CORRECT A POSTED INVOICE?
In order to fix a posted invoice, you need to delete the incorrect invoice from QuickBooks first. Once BigTime completes the transaction with QuickBooks, we don’t make any updates to that invoice. - HOW DO I POST INVOICES AS “TO BE PRINTED” OR “TO BE EMAILED”?
The administrator can make all invoices post over to QuickBooks as to be printed or emailed from SETTINGS...INTEGRATIONS. You can click the subscription of QuickBooks you’re currently integrated with and hit manage. You can check off these flags in the Invoicing tab of this section. - WHERE CAN I FIND THE POSTED INVOICE IN QUICKBOOKS?
Posted invoices in QuickBooks can be found like any invoice you’ve ever created manually in your QuickBooks product. Typically you can find them in the Customer list of QuickBooks by clicking on the customer the BigTime project is integrated with. - WHAT USER RIGHTS DO I NEED TO POST INVOICES?
Users who need to post invoices to QuickBooks will at least need to the rights of Financial Administrator and Post data to your accounting system.
Invoice Failed to Post to QuickBooks? Common Causes and Fixes
When an invoice fails to post to QuickBooks, the issue is almost always caused by one of three configuration problems: the project or matter hasn't been exported to QuickBooks, one or more invoice lines are missing a service item, or the PO Number field contains a hidden or duplicate value. This article walks through how to identify which cause applies and how to resolve it.
Symptoms
- The invoice shows a "FAILED TO POST" error when posting to QuickBooks.
- Posting fails immediately with no highlighted errors in the invoice editor.
- Posting fails with no clear error message, and the PO Number field appears blank.
Troubleshooting Steps
Work through the steps below in order. Most cases are resolved in the first three steps.
- Step 1: Open the project or matter linked to the invoice and check its Project Details to confirm it has been exported and mapped to its QuickBooks counterpart.
- Step 2: If the project or matter hasn't been exported, export the client and project or matter to QuickBooks from the Project Details tab. Confirm the export completes without errors, and make sure required fields such as cost center and item mappings are set before exporting.
- Step 3: Return to the invoice and select Post to QuickBooks again.
- Step 4: If the post still fails, open the invoice and check the Item/Description dropdown on every line to confirm a valid QuickBooks Item or Service is selected. A line with a blank item will block posting.
- Step 5: Confirm the item exists in QuickBooks, is active, and is mapped to the correct income account.
- Step 6: Click Save after updating the line items, then attempt to post to QuickBooks again.
- Step 7: If the post still fails, open the invoice and enter a new, unique value in the PO Number field, even if it currently appears blank. Save the invoice and try posting again.
- Step 8: If the post still fails, use invoice search, filters, or reporting to check whether another invoice is using the same PO Number. Update one of the invoices to a unique PO Number, save it, and retry posting.
Best Practices
- Confirm the client, project, or matter is exported to QuickBooks before invoicing begins.
- Make sure every invoice line has a valid Item or Service selected before posting.
- Adopt a PO numbering convention that guarantees uniqueness, such as including a project code or date suffix.
Expected Outcome
Once the project or matter is exported to QuickBooks, every invoice line has a valid item, and the PO Number is unique, the invoice will post to QuickBooks successfully. If posting still fails after working through all three causes, contact BigTime Support for further assistance.