QuickBooks Online

Melissa Gunn
Melissa Gunn
  • Updated

Looking to make it easy to collect after close? Here's a quick guide to setting up your QuickBooks integration.

Congrats! Your client has signed on the dotted line. Before you ring that bell, though, you’ve got to collect payment. QuickBooks online makes it easy to create and generate invoices for you. Once you set up your Proposify/QuickBooks integration, it’ll be even easier.


Set Up Your Integration

To set up your QuickBooks integration, first go to the integrations page. It's found by clicking “integrations” from the left-hand menu: 


From the integrations page, find QuickBooks and click on [Learn More]:

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In the QuickBooks page, click “log in to QuickBooks”:


From here, enter your login credentials and click “sign in”. Once you’ve signed in, we'll ask you to allow Proposify access your QuickBooks account: 


Nervous? Not to worry! We take your privacy very seriously. If you’re okay with pushing this information to us, click “connect” at the lower right of the page. You’ll receive a confirmation here: 


Once this is complete, you’re all set! Your account is now linked to QuickBooks. Now you’re ready to make your sales and collection process even easier


Generate an Invoice

You’ve set up your integration and won a Document. Now it’s time to make your Proposify/QuickBooks integration work for you. Here’s how!

Congrats! You’ve closed the deal! Now all that’s left is to generate an invoice and send to your client.

Once your Document is won, you can generate an invoice from the Document's Snapshot page. Reach the Snapshot page by clicking on the won Document:


Go to the Document's Snapshot page. You’ll see QuickBooks under “integration links” in the left-hand column:

Proposal Snapshot 2023-11-24 at 1.41.46 pm.jpg


Click that link to go to the invoice generator:


You might be looking for a down payment and not the full balance. In that case, you can choose how much to invoice by entering a value in the “percentage to invoice” field:


If you’re collecting the whole lot, you can leave it at 100%.

Next, choose when the invoice will be due using the “due date” field below:


Finally, enter any invoice notes. These will be public when you deliver the invoice to the client: 


When you’re ready, click “generate invoice”:


Once complete, you’ll receive a confirmation box at the top of the page. This will include links to manage your invoice at the bottom of the page.


Manage Your Invoices in Proposify

You’ve generated your invoice, but now you need to make some tweaks. We make it easy for you to find, download, edit, and delete your QuickBooks invoices made in Proposify.

To locate your invoice, click on the Document where the invoice was generated: 


Head to the Snapshot page. You’ll find a QuickBooks link under “integration links” in the left-hand column:

Proposal Snapshot 2023-11-24 at 1.41.46 pm.jpg


Once you’re in the invoice generator, you’ll see a list of invoices already created at the bottom of the page: 


Next to your invoice, there are three buttons: A magnifying glass, a pad and pen, and a trash bin. 


Download/View Your Invoice

To view a PDF copy of your invoice, click the magnifying glass button next to the invoice you would like to see:


This will create a PDF copy of your invoice that you can download, print, and send to your client. 


Edit Your Invoice In QuickBooks

To edit your invoice, click the pad/pen button in the middle:


This will take you to the invoice editor in QuickBooks, where you can edit the line items, apply a template, and more.


Delete Your Invoice

To delete your invoice, click the trash bin icon:


You’ll see a box appear asking you to confirm your choice:


HEADS UP: this will delete the invoice from both Proposify and QuickBooks.

Click Ok and your invoice will be deleted