QuickBooks Add-On

Enabling the add-on will send all new invoices from ActiveCollab to your QuickBooks Online account for further processing. After sending an invoice to QuickBooks, you won't be able to edit it in ActiveCollab anymore.

Also, all invoices made before connecting to QuickBooks will become unavailable. However, they won't be removed and will reappear if you disconnect QuickBooks.

How to connect to QuickBooks?

STEP 1: From the main left menu, click on Add-ons ( below the “Reports” section)
STEP 2: Scroll down and under the Accounting tab, select QuickBooks
STEP 3: Click on Connect to QuickBooks
STEP 4: Set the Default item type ( it is changed on the QuickBooks level)

How to disconnect from QuickBooks?

STEP 1: From the main left menu, click on Add-ons ( below the “Reports” section)
STEP 2: Scroll and choose the Add-ons in use tab
STEP 3: Select QuickBooks and configure
STEP 4: Click Disconnect

How to create a new default type in QuickBooks?

STEP 1: In QuickBooks, from the main left menu, click on Sales ( above the “Expenses” section)
STEP 2: Select Product & Services
STEP 3: In the upper right corner, click on New
STEP 4: Complete the desired information
STEP 5: Save and close

How to change the default item type in ActiveCollab?

STEP 1: From the main left menu, click on Add-ons ( below the “Reports” section)
STEP 2: Scroll and choose the Add-ons in use tab
STEP 3: Click on QuickBooks
STEP 4: Set the Default item type from the dropdown menu

How to edit the default item type in QuickBooks?

STEP 1: In QuickBooks, from the main left menu, click on Sales ( above the “Expenses” section)
STEP 2: Select Product & Services
STEP 3: Select the desired type and in the right corner, click on Edit

How to delete the default item type in QuickBooks?

STEP 1: In QuickBooks, from the main left menu, click on Sales ( above the “Expenses” section)
STEP 2: Select Product & Services
STEP 3: Select the desired type and in the right corner, click on Make inactive
STEP 4: Confirm

How to create an invoice?

Only invoices connected to QuickBooks will appear on the invoice page. When disconnected, only ActiveCollab invoice will become visible on the same page.

STEP 1: From the main left menu, click on Invoices( below the “People” section)
STEP 2: Go to the upper right corner of the page
STEP 3: Click on + icon to create a new invoice
STEP 4: Choose a client company
STEP 5: Choose items to be billed:

Free form
Based on tracked time items
Based on fixed budget projects

STEP 5: Add item type, description, qty, cost, and amount
STEP 6: Click on Create invoice

Note: Invoice name is generated by the system by adding plus 1 to the next one. It cannot be changed in ActiveCollab.

How to add new clients when ActiveCollab is connected to QuickBooks?

STEP 1: In QuickBooks, from the main left menu, click on Sales ( above the “Expenses” section)
STEP 2: Select Customers
STEP 3: In the upper right corner, click on New customer
STEP 4: Complete data and confirm

Note: if that client doesn’t exist in ActiveCollab, it needs to be added there as well

STEP 1: From the main left menu, click on People ( above the “Invoices” section)
STEP 2: From the upper menu, select Companies
STEP 3: In the upper right corner, click on Plus button “+”
STEP 4: Complete the desired data and save

How to change the currency in QuickBooks?

STEP 1: In QuickBooks, click the Gear icon.
STEP 2: Choose Accounts and settings.
STEP 3: Go to the Advanced tab.
STEP 4: Click the Currency section.
STEP 5: Change the Home Currency.
STEP 6: Click Save and then Done.

Note: Currencies for ActiveCollab invoices and the ones in QuickBooks do not need to match.

How to delete clients when ActiveCollab is connected to QuickBooks?

STEP 1: In QuickBooks, from the main left menu, click on Sales ( above the “Expenses” section)
STEP 2: Select Customers
STEP 3: From the client list, select the desired one
STEP 4: Click next to create invoice
STEP 5: Click on Make inactive
STEP 6: Confirm

How to change the view of the Invoice page in ActiveCollab?

STEP 1: From the main left menu, click on Invoices( below the “People” section)
STEP 2: Go to the upper right corner of the page
STEP 3: Switch between Grid and List view

How to mark as sent an invoice in QuickBooks?

STEP 1: In QuickBooks, from the main left menu, click on Sales ( above the “Expenses” section)
STEP 2: Select Invoices
STEP 3: Select the desired invoice from the dropdown menu
STEP 4: Click on Send

Note: The marked invoice will appear as Sent in ActiveCollab as well.

How to change the status of invoices to Partial Paid In QuickBooks?

STEP 1: In QuickBooks, from the main left menu, click on Sales ( above the “Expenses” section)
STEP 2: Select Invoices
STEP 3: Select the desired invoice from the dropdown menu
STEP 4: Click on Receive payment
STEP 5: Enter the received amount
STEP 6: Save and close

Note: The changed invoice will appear as Partially Paid in ActiveCollab.

How to change the status of invoices to Paid in QuickBooks?

STEP 1: In QuickBooks, from the main left menu, click on Sales ( above the “Expenses” section)
STEP 2: Select Invoices
STEP 3: Select the desired invoice from the dropdown menu
STEP 4: Click on Receive payment
STEP 5: Enter the received amount
STEP 6: Save and close

Note: The changed invoice will appear as Paid in ActiveCollab.

How to void invoices in QuickBooks?

STEP 1: In QuickBooks, from the main left menu, click on Sales ( above the “Expenses” section)
STEP 2: Select Invoices
STEP 3: Select the desired invoice from the dropdown menu
STEP 4: Click on Void
STEP 5: Void invoice

Note: The voided invoice will appear as cancelled in ActiveCollab.

How to delete invoices in QuickBooks?

STEP 1: In QuickBooks, from the main left menu, click on Sales ( above the “Expenses” section)
STEP 2: Select Invoices
STEP 3: Select the desired invoice from the dropdown menu
STEP 4: Click on Delete

How to edit an invoice?

STEP 1: From the main left menu, click on Invoice( below the “Estimates” section)
STEP 2: Select the desired invoice and click on it
STEP 3: Further edit the invoice in QuickBooks
STEP 4: Save