Integrating GoProposal with QuickBooks allows your system to create invoices when a client accepts a proposal. By default, The system sends invoices once. You need to set them as recurring in QuickBooks.
Auto-invoicing reduces admin by sending invoices to QuickBooks automatically each month. If you make changes in GoProposal, invoices update in QuickBooks without manual intervention.
Step 1 - Enable auto-invoicing
Go to Settings and select Integrations.
Select QuickBooks.
Under Invoice Settings, choose your preferred option:
Repeating invoices in QuickBooks – You manage recurring invoices in QuickBooks
Auto-invoicing from GoProposal – GoProposal sends invoices to QuickBooks each month automatically
Select the toggle to switch to Auto-invoicing from GoProposal.
Step 2 - Configure invoice settings
Choose the day of the month you want the system to send invoices to QuickBooks
To email invoices automatically to clients, tick Automatically email monthly invoices to clients
To send the first invoice on the proposal acceptance date (instead of the set day), tick the relevant option
Important notes:
If a proposal has a future start date, the system won't send the first invoice until that date
All subsequent invoices follow the day set in your integration settings
Step 3 - Save your settings
Click Save to apply your changes
Step 4 - Using auto-invoicing
Every accepted proposal with a monthly amount will generate invoices in QuickBooks, provided a QuickBooks contact is assigned
Use the Invoices Dashboard in GoProposal to view all invoices sent to QuickBooks
From the dashboard, you can:
View sent, due, and repeating invoices
Edit client details (for example, address or email)
Delete invoices to stop them from repeating
Step 5 - Overwriting existing invoices
If you create a renewal or extra work order, you can replace an existing repeating invoice:
When creating the proposal, select Replace existing repeating invoice.
Enter the proposal ID of the invoice you want to overwrite.
Auto-invoicing with Key Dates
Invoices respect service start dates set using Key Dates. For example, if the proposal starts in June but a service starts in July, invoicing begins in July.
One-off invoices
Proposals with one-off costs generate separate one-off invoices in QuickBooks. These don’t affect recurring invoices.
See also
Need Support?
Visit the Community Hub or contact us in the chat.