When using the QuickBooks Desktop integration in BQE CORE, joint invoices involving multiple projects under the same client are synced in such a way that these invoices are transferred as a single invoice to the top-level customer or job in QuickBooks Desktop, rather than splitting by lower-level or child projects (jobs). This sync behavior is due to limitations in QuickBooks Desktop, which only supports linking one invoice to one customer or sub-customer (job).
Example: You have a client with 60 active projects in CORE and all are created as standalone projects (not phases). If you were using BillQuick, you were able to issue a joint invoice that included all 60 projects. When this invoice was synced to QuickBooks Desktop, it created 60 corresponding invoices, each tied to its specific project. This made it easy to track revenue, payments, and balances per project within QuickBooks Desktop.
After migrating to BQE CORE, you continued using the same joint invoice workflow. However, when the invoice is synced to QuickBooks Desktop, it transfers as a single invoice linked to the client, without any association to the individual projects. This requires manual intervention to split the invoice across projects in QuickBooks Desktop.
To maintain the project-level approach in QuickBooks Desktop, consider the following options when syncing joint invoices from CORE:
- Use project phases: To achieve better alignment with QuickBooks Desktop regarding the handling of invoices, you can use project phases under a main project in CORE. By restructuring related projects as phases, CORE can create a joint invoice that syncs to QuickBooks Desktop under the main project, which is recognized as a customer there. Although QuickBooks Desktop still records a single invoice at the top level, this structure helps organize jobs under the customer.
- Sync individual invoices: If restructuring the project hierarchy is not an option, especially for in-progress projects, an alternative is to avoid joint invoices when syncing to QuickBooks Desktop. Instead, create individual invoices per project in CORE. These invoices will sync to their respective projects (jobs) in QuickBooks Desktop. A joint invoice can still be created in CORE to share with the client, but syncing should be limited to the individual invoices.
- Apply payments in CORE: Additionally, it is best to apply payments in CORE before syncing to QuickBooks Desktop. This ensures payments are matched correctly and helps avoid mismatches or posting errors in QuickBooks Desktop.
Check out the detailed help article on BQE CORE-QuickBooks integration sync rules and best practices.