In this article, we will cover:
Exporting Invoices from ShiftCare
To export invoices to QuickBooks, navigate to the invoice list page in ShiftCare.
👀 Tip: Learn how to filter invoices using a custom date range in this guide.
Click on the export icon (cloud with a down arrow) at the bottom right of the page and select 'QuickBooks'.
This will gather the invoice details into a file, which can be downloaded from the Communications page. This CSV file can be used to bulk upload all of the invoice details into your QuickBooks account.
Uploading the Invoice into QuickBooks
Importing the invoices you have created in ShiftCare to your QuickBooks account can be done by following these steps:
Go to Settings ⚙ > Import data, and select 'Invoices'.
Click 'Browse' and select the spreadsheet of your invoices from ShiftCare.
(Optional) Under the 'Browse' button, you can select checkboxes to add new customers, products, and services that don't already exist in QuickBooks.
Select 'Next'.
Please note that QuickBooks has a maximum of 100 invoices that can be loaded at a time and a 1,000-row limit per spreadsheet.
Mapping Fields
We recommend not opening the file you download from ShiftCare in Excel, as this can cause the date format to change.
Map the necessary fields to sync the exported invoices with your QuickBooks account.
When mapping the file headings, you can select whether the amounts are exclusive or inclusive of tax. This can be configured when matching the 'Item Amount' field.
After you map the fields, review the summary of your import. If everything looks good, select 'Next' and 'Start Import'.
Once complete:
Select 'OK' if all your invoices have been imported.
If some invoices failed to import, note why, then select 'Done'.
Tips to Optimise Your QuickBooks Set Up
Since the invoice upload matches the client's name, it should be identical in both platforms.
Syncing Invoices to Sub-Customers
QuickBooks supports sub-customers (also called sub-contacts), which let you bill individuals or groups under a main (parent) customer.
You can export invoices directly to a sub-customer by formatting the customer name correctly.
Setting up in ShiftCare:
In the Billing Contact's Company Name field, enter the name in the following format: [Primary Customer name]:[Sub Customer name], with the Primary Customer being the Plan Manager and the Sub Customer being the participant.
For example: Test Manager:Daniel L. Wilson
The colon (:) is required as it tells QuickBooks that this invoice belongs to the sub-customer.
When importing invoices into QuickBooks:
Map the Customer Name field to 'POAddressLine2'.
QuickBooks will correctly match the invoice to the sub-customer if the format is followed.
⚠️ Important: QuickBooks only allows one mapping per import. If you’re exporting invoices for both direct participants and sub-customers, you’ll need to import them in separate batches.
Including the NDIS Number on Invoices
To display the NDIS number or other reference numbers in the invoice, enter the value in the 'Company Name' field on the Customer contact field. This will ensure the NDIS number is displayed on the invoice.
Further Reading
For further assistance with Exporting Invoices to QuickBooks Online, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.