With the "Sync Approved Invoices" global Firm Preferences setting enabled, approved invoices can now be sent directly to QuickBooks Online. Using this Sync Preference setting, the Create Check/Deposit request toggle will be hidden on the Add Transaction window.
NOTE: You must have the "Sync Approved Invoices" Sync Preference set in Firm Preferences > Time & Billing and your firm's QuickBooks Online Company must be active.
To sync approved invoices:
Create an invoice from a Value entry.
The Approve Invoice window will change to include the QBO Company field. Use the dropdown to select your firm's QuickBooks Online company. If your firm only has one QBO Company file, it will automatically display in the field. Each user's last selection will be remembered. QBO Company is a required field. Click Approve to continue.
A success banner will display when the invoice(s) are approved.
Navigate to your QuickBooks Online Company file > Sales > Invoices to locate the invoice from Neos.
Click View/Edit to open the invoice detail view. Changes to Invoice date and Due date fields will sync back to the invoice in Neos once saved in QBO and can be seen in Neos upon refresh.
NOTE: If multiple Value entries are selected when the invoice is created in Neos, each Value entry will display in separate line items within the Product or service section.
The Description field will display the Memo | Case # | Party Name. If your firm uses Alt Case #1 or Alt Case #2 as their Default Case Number, the Alt Case # from this Case will display instead of the Neos Case #.
NOTE: If a TIME Value item invoice is synced to QuickBooks Online, the following Neos information will show in the line items section:
Neos can also be updated when partial or full payments are received in QuickBooks Online.
NOTE: If the approved invoice is not found in QuickBooks Online, return to Neos to check for an error message in the Notifications Center. This may occur if the Customer is deactivated in QBO.
The Invoice will return to a Pending state. Confirm your selections and restart the process.
If the Party/Customer does not exist in QuickBooks Online, it will be created and automatically linked when Invoices are approved in Neos and synced to QBO.
Receive Payment
In the list view of Sales > Invoices, select Receive Payment for the desired invoice.
Partial Payment
To add a partial payment, change the Payment field to the desired amount and click Save and close.
NOTE: If a partial payment is added to an invoice that has multiple Value entries, the payment amount will be applied to the oldest Value entry first.
The partial payment will be updated in the QBO Invoices list view.
Navigate back to Neos and refresh the Invoice to see the partial payment within the Summary section.
A notification will display that a payment has been added to the invoice.
The payment amount can also be seen in the Transactions of the Value entry and in the Activity Feed for the Case. The Invoice # will populate the Reference field of the recorded transaction. NOTE: The Date Paid is not present in the created transaction at this time. [pending 165277] [screenshot]
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Full Payment
The Neos Invoice will not show Paid until the balance due is paid in full.
Once the balance is paid in QuickBooks Online, the Status will show "Paid" in QBO and Neos. The Transactions section of the corresponding Value item(s) will show all payments.
The associated Value entries from the paid invoice will be locked from editing, unless you have the "Modify Locked Value Entries" Special Permission enabled.
NOTE: Changes made to an approved invoice that has already synced to QuickBooks Online will NOT update the associated QBO invoice.