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 Defintions:
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" |
Note:
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:
- Go to Settings ⚙ and select Import data.
- Select Invoices.
- (Optional) Select the checkbox to add new customers that don't already exist in QuickBooks.
- 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. - 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.
- Click complete import.
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