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Intuit

How to set up and use Invoice with Google calendar

Invoice with Google Calendar (formerly known as Bill My Time from Google Calendar) imports your calendar events to your invoices so you can bill for your work.

Sign up for Invoice with Google calendar

Here's how to get the Invoice with Google Calendar app within QuickBooks Online:

  1. From the left menu select Apps.

  2. Select Find Apps.
  3. Search for Invoice with Google Calendar, then select the App.

  4. Select Get App Now.

  5. Follow the prompts to complete the process.

Here's how to get the Invoice with Google Calendar app within Intuit:

  1. Log in to the Intuit App Center.
  2. Search for Invoice with Google Calendar, then select the App.

  3. Select Get App Now.

  4. Follow the prompts to complete the process.

Once connected, the Google Calendar app will ask you to choose the default service you prefer when applying the recorded time from Google Calendar to an invoice. Follow these steps if you need to modify this setup:

  1. From the left menu select Apps.

  2. Select My Apps.

  3. Locate the Invoice with Google Calendar app card, then choose Settings from the drop-down to open the Intuit App Center.
  4. Select Change in the Default service item and rate section.
  5. Choose the desired service item from the drop-down (price rate is associated with the item and will need to be changed in the Products and Services list within QuickBooks Online).
  6. Select Save.

How information integrates from the Google Calendar and looks in QuickBooks Online

Note: The steps outlined in this section are only for users of Version 1 (V1). Version 1 (V1) of Invoice with Google Calendar requires special tagging in order to sync while Version 2 (V2) doesn't.

There's a lot of ways to quickly integrate information from the Google Calendar in to the timesheet. Below is a simple breakdown of what information will integrate and how it will look like in QuickBooks Online.

Google Calendar content Shortcuts in calendar Where it shows in QuickBooks
Event title Event Name 1st section to display in Description field
+"customer name" Auto fills the Customer Name
+$"hourly rate" Auto fills the Rate (billable rate)
Where 2nd section to display in Description field
Description 3rd section to display in Description field
Guest Auto fills Customer Name
Time and Date Auto fills timesheet with hours worked and on what day

Here's an example of a Calendar event title:

Consultation +Chris Redfield +$150
(Description +Customer name +hourly rate)

Track time

V1 of Invoice with Google Calendar

  • V1 creates the timesheet within QuickBooks Online that allows you to simply manage your billable time all in one place.
  • Once you've created an event in your Google Calendar, you can add/create additional events in QuickBooks Online under the "Single time activity" or "Weekly Timesheet". (Note: Events created in QuickBooks Online will not sync to your Google Calendar.)

To enter additional data in Weekly timesheet:

  1. Select the Plus icon (+) on the Toolbar, then Weekly Timesheet.
  2. Choose QuickBooks Google calendar sync in the Vendor drop-down.
  3. Select your desired work week. All information on Google Calendar for that week should auto-populate
  4. Add more information as necessary.
  5. Select Save.

V2 of Invoice with Google Calendar

  • V2 will not create Timesheets within QuickBooks
  • Events will not be assigned to Customers
  • Events created in Google Calendar will be available to add to any invoice without creating a "billable" event within QuickBooks Online

Invoicing your customers

V1 of Invoice with Google Calendar

Once your time data has been entered, you can create invoices for your specific customers. QuickBooks Online will remind you that there are billable hours to be invoiced.

To add Billable Time from Google Calendar to an invoice:

  1. Select the Plus icon (+) under the Toolbar, then Invoice.

  2. Choose the desired customer form the Customer drop-down.
  3. If unbilled time has been assigned to the selected customer, a drawer will appear on the right-hand side of the screen with each billable time event from your Google Calendar that was assigned to the selected customer.
  4. Select Add on each billable time event to apply it to the invoice.
Note: Events will be applied to the invoice with the specific service item that you selected as your default item in the sync setup. You can change the product/service item on the invoice, but it will remove the Description field. (Be sure to copy the existing description before changing the item, if you want to keep the same description.)

V2 of Invoice with Google Calendar

Once your events are entered into Google Calendar, you can create invoices for your customers as each event will be available on any invoice you create.

To add Google Calendar events to an invoice:

  1. Select the Plus icon (+) under the Toolbar, then Invoice.

  2. Select the Google Calendar icon under the line items. A Google Calendar drawer will appear on the right of your screen.
  3. Search for events in the Google Calendar drawer using Date Range, Calendar, and Text.
  4. Select the desired event, then select Add to invoice.

Now you know how to set up and use Invoice with Google calendar.