Quick Books Invoice Report

Quick Books Invoice Report

Aloha has released a Quickbooks Invoice Report as part of Release 2.6.6. Below you can find the definitions for the Report Parameters and Columns found in this report. 

Purpose

Billing Summary report designed to be uploaded into Quick Books online and mapped to its invoice template to generate invoices for clients. 

Report Parameters: 

Customer
Client selection in the dropdown
Invoice Date
Invoice date to be shown on Quickbooks invoice
Due Date
Due date to be shown on Quickbooks
From Date
Report search start date
To Date
Report search end date
Description
Appointment Notes, Appointment Title, Billing Code, Service Name
Message on Invoice
Free text to be used in Quickbooks mapping
Message on Statement
Free text to be used in Quickbooks  mapping


Column Definitions

Invoice No:
IN + YYMMDD + Client ID
Customer:
Will pull from the Client Responsible Party name. If blank/unselected on client profile, will use Client Name
Invoice Date:
Data from parameter
Due Date:
Data from parameter
Terms:
Will always display as "Due on Receipt"
Service Date:
Appointment date
Description:
Selected from parameters. Options are Appointment Notes, Appointment Title, Billing Code, Service Name
Duration:
Billing duration in hours
Location:
Address on Appointment Info tab
Item Amount: 
Client Responsibility Amount (Copay + coinsurance + deductible + client responsibility) 
Message on Invoice:
Text from parameter
Message on Statement:
Text from parameter
Alias
Alias field from Client profile
Online Payments:
Always shows as "Bank Transfer"

Alert

When testing this import process to QuickBooks, we recommend you test one client for a few appointments to ensure it is correct.  Then expand this test to a few clients.  Then, complete a larger batch until you are comfortable.  Do not upload all in the first test run because you may need to manually delete one invoice at a time.

 



 



 

Once you've downloaded the report from Aloha, please follow these steps here to import this invoice directly into Quickbooks
  1. Go to Settings ⚙ and select Import data.
  2. Select Invoices.
  3. (Optional) Select the checkbox to add new customers that don't already exist in QuickBooks.
  4. Select Browse, then find and select the spreadsheet of your invoices.
    Note: If you have new imported customers without setting its proper currency, QuickBooks assumes the currency is USD. If you have multicurrency turned on, you can import invoices in foreign currencies.
  5. Select Next. In the final step, it tells you how many invoices were imported and how many were new customers. Double check everything is correct. 
  6. Click complete import.