Manage invoices for QuickBooks Time and Xero integration

Learn how to create, edit, and delete invoices and sync your invoice data between Xero and QuickBooks Time. 

Note: Only admins can manage invoices for the Xero and QuickBooks Time integration. 

Create an invoice

1. In QuickBooks Time, select Xero, then Invoicing.
2. In the Invoices window, select New Invoice.
3. In the Invoice Options window, select a customer and filters:
   • Who do you want to bill?: Displays all Xero contacts. If time has been tracked against that contact, the number of uninvoiced hours display next to it. If a contact is selected that hasn’t been added as a customer in QuickBooks Time or doesn’t have time tracked, it displays a Select Work to Bill option to choose a QuickBooks Time customer’s time to invoice to that contact.
   • If you choose Selected next to Filter by, employees and inventory items imported from Xero display as choices, as well as any items from custom fields you added in QuickBooks Time. If no time has been tracked by the selected employees or against the selected customers or inventory items, an invoice with no line items displays. You can then add items into the invoice manually.
   • Time: By default, All Uninvoiced time is selected. Select the drop-down to choose a week, month, or date range.
   • Summarize Invoice by...: Choose how you want your invoice to appear. There are 4 different invoice options:
     • All on one line: Combines all time for that customer in one (1) total. The description includes a list of all inventory items tracked.
     • Employee: Combines each employee total. The description includes the employee’s name and a list of the inventory items tracked.
     • Inventory Item: Combines each inventory item total. Description only shows the inventory item.
     • Detailed: Displays all information attached to any timesheet on that invoice. Each timesheet is one (1) line item.  Where applicable, description includes date (yyyy-mm-dd), employee, child code/sub job, notes, inventory item, and categories. 
   • Accounts: The accounts column in each line item only offers revenue accounts options (i.e., Sales) when creating the invoice in QuickBooks Time. In Xero, any account can be chosen.
4. Select Create Invoice. 
5. Review the invoice, make any needed edits, and select Save Invoice or Save Invoice & View in Xero. The invoice is marked as DRAFT. 

Edit an invoice

1. In QuickBooks Time, go to Xero, and select Invoicing to open the invoices list. 
2. Select an invoice, and do one of the following:
   • Add a line item: At the bottom, select Add Line Item.
   • Edit individual entries: Select in any field (except Amount, which is an automated calculation), and make your changes.
   • Reorder a line: Select the , and drag the line up, down, or into the Write Off box (if shown).
   • Write off a line item: To the right of the amount, select Write Off. The line item displays in the Write Off box below the invoice. To return it to the uninvoiced section, drag it up, or uncheck Write Off.
     • A line item that’s been written off won’t show up for future invoices.
   • Delete a line item: Select X .
     • A deleted line item won’t be considered "invoiced" and will appear on a later invoice for that customer. 
3. Select Save Invoice or Save Invoice & View in Xero.

Note: You can also edit your invoices in Xero and the changes will display in QuickBooks Time.

Delete an invoice

Note: Only draft (unsent) invoices can be deleted.

1. In QuickBooks Time, go to Xero, and select Invoicing to open the invoices list. 
2. Select an invoice to open, then select Delete .
3. Select Delete again to confirm.

Note:  You can also delete an invoice in Xero and the it will be deleted in QuickBooks Time on the next sync.

Sync invoices between QuickBooks Time and Xero

Invoices are synced when you select any of the following:

1. In QuickBooks Time, select Xero, then Invoicing.
2. Select Sync .

Or

1. In QuickBooks Time, select Xero, then Import.

Notes: 

• When an invoice is synced to Xero, it can be reviewed and sent to customers. Invoices are then marked as SENT.
• When the invoice is paid, it is automatically marked as PAID in QuickBooks Time.