QuickBooks Online – Useful things to know

Why does my QuickBooks invoice display 'UNKNOWN CUSTOMER'?

Because in QuickBooks, a Vendor or Employee has the same display name as the quote Contact. In QuickBooks the display name is required to be unique across Vendors, Employees, and Customers.

Another reason you may see this is when an unsupported character is found in the Customer's name or detail.

Subscription pricing

If your quote has both subscription (recurring) price items and “fixed” price items, then a separate invoice will be created in QuickBooks for each pricing type. This allows you to modify the subscription invoice (select ‘Make recurring’) to make it a recurring invoice.


Zero quote total

If your quote has a zero total (i.e. $0.00), the invoice will still be created but it will be marked as 'Paid'. If you're having trouble finding it in QuickBooks (under your 'Sales Transactions') be sure to clear your filters.


Negative quote total

If your quote has a negative total, an invoice will NOT be created in QuickBooks.


Multiple currencies

If the Quotient quote is in a different currency (from your default) you will need to set that currency on the customer in QuickBooks. The currency can only be defined when the customer is first created in QuickBooks.


Tax inclusive amounts

When a quote has the amounts entered as 'Tax inclusive', the invoice will be created in QuickBooks with the amounts entered as 'Tax exclusive' and the tax will be calculated according to the rate specified (and matched) per item.


Auto-incrementing invoice number

If you’d like auto-incrementing invoice numbers (rather than manually entering every time), you can do so in QuickBooks, Company settings > Sales > Sales form content –  ensure the checkbox ‘Custom transaction numbers’ is unchecked.

Email address on invoice

A single email address is used on a Quotient contact. If a customer in QuickBooks has multiple email addresses only the first one will be used in Quotient.

Item codes and product SKU’s

For item lookups:
The QuickBooks SKU will populate the item code on a Quotient quote.

For invoice creation:
The Quotient item code will NOT transfer to the SKU on a QuickBooks invoice.


Discounts

Quote-wide discounts and item discounts in Quotient will appear on the QuickBooks invoice as a negative item.

Subtotals

Subtotals on a Quotient quote don’t transfer to the QuickBooks invoice at this stage.

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