Send pay apps to QuickBooks Online

PayAppHub can create a QuickBooks Online invoice from each finalized pay app, so you don't type it twice. When the invoice is paid in QuickBooks, the pay app is marked Paid here.

Connect QuickBooks (an admin, once)

1. Go to Company settings and find QuickBooks Online.
2. Click Connect to QuickBooks, sign in to QuickBooks and approve the connection.
3. Back in PayAppHub, choose: - Income account for billed work: where the work you bill posts (for example, Construction Income). - Account for retainage withheld: most contractors use an asset account called Retainage Receivable. PayAppHub can create it for you.
4. Click Finish QuickBooks setup.

PayAppHub adds two items to QuickBooks, Progress Billing and Retainage. If you already have items with those names, it uses yours.

Send a pay app

1. Finalize the pay app.
2. Click Send to QuickBooks.
3. The first time for a project, choose which QuickBooks customer it bills: the general contractor, or a job under them. You can also create the customer or job from here.

The invoice has: - a line for the work completed and materials stored this period, - a line subtracting the retainage withheld this period, - the pay app PDF (or your package, if you built one) attached, - your invoice number, period date and due date.

Its total always equals the pay app's current payment due. A retainage application becomes an invoice for the retainage.

Finalizing a pay app doesn't send it. It goes to QuickBooks when you click Send to QuickBooks.

To send automatically instead, check Send to QuickBooks automatically when I mark a pay app complete in Company settings. Then clicking Mark complete sends the invoice. Two things to know:

• The first pay app on each job still needs the button, because that's where you pick the job's QuickBooks customer. After that, Mark complete sends every pay app on the job.
• It only happens at Mark complete. A pay app that was already complete before you connected QuickBooks or turned this on isn't sent; use the button for that one.

Corrections

If you unlock a pay app and finalize it again, click Update in QuickBooks to change the same invoice. Once a payment is recorded on the invoice in QuickBooks, change it in QuickBooks instead.

Deleting a pay app here doesn't delete its QuickBooks invoice. Void it in QuickBooks if it shouldn't stand.

Payments

When you open a pay app that's in QuickBooks, PayAppHub checks the invoice. If it's paid in full, the pay app is marked Paid with the payment date.

Good to know

• A pay app with a negative amount due can't be an invoice. Record a credit memo in QuickBooks instead. See Why is my amount due negative?.
• The imported starting point isn't sent, because it was billed in your previous software.
• QuickBooks Desktop isn't supported yet.
• To stop, click Disconnect QuickBooks in Company settings. Invoices already in QuickBooks stay there.