How to Create Invoices using QuickBooks Online

Once you've synced a customer to QuickBooks, you can create and manage invoices directly from Roof Chief while maintaining integration with your accounting system.

Prerequisites

This process requires:

• An existing QuickBooks Online connection
• A synced customer (covered in a separate video)
• A sold job ready for invoicing

Accessing Invoice Creation

1. Go to the customer's job page
2. Click on the job to view details
3. Click the forward arrow to access closeout (only available for sold jobs)
4. Navigate to the closeout page

Creating a New Invoice

In the QuickBooks Invoicing section:

1. Review the job sales price displayed
2. Click "New Invoice" to begin the process
3. The system automatically generates a unique invoice number using the estimate number as a prefix (e.g., 105-001)
4. Set the due date as needed

Configuring Invoice Details

Product and Service Selection:

• Choose the appropriate service from your QuickBooks Online account options
• Select items that match your QuickBooks setup (like "Residential Roofing")
• Enter rates and quantities as needed

Syncing with QuickBooks

1. Click "Sync Invoice with QuickBooks" to transfer the invoice
2. The invoice becomes available in both Roof Chief and QuickBooks Online
3. Print or email the invoice to your customer

Managing Existing Invoices

Load Existing Invoices:

• Click on blue invoice numbers to load previously created invoices
• Review or modify existing invoices as needed

Additional Actions:

• Create additional invoices for the same job
• Mark invoices as paid when payment is received
• Email invoices directly to customers using the email button

Benefits

This integration maintains consistency between your project management and accounting systems while providing flexibility to create multiple invoices per job, track payment status, and communicate with customers all from within Roof Chief.