Automatic QuickBooks Invoicing with SchedulingKit
SchedulingKit connects to QuickBooks Online to generate invoices automatically after each completed booking. Client information, service details, and pricing transfer from the booking to a QuickBooks invoice with zero manual data entry.
How It Works
Set up auto-invoicing with QuickBooks in just a few steps.
Connect QuickBooks Online
Authorize SchedulingKit to create invoices in your QuickBooks account via OAuth.
Map services to QuickBooks items
Link each SchedulingKit service to an existing QuickBooks product or service item.
Booking completes
After an appointment, mark it as completed in SchedulingKit.
Invoice generates in QuickBooks
A QuickBooks invoice is created with the client, line items, and total. Optionally auto-send to the client.
Benefits
Why auto-invoicing with QuickBooks and SchedulingKit makes a difference.
Eliminate manual invoicing
Stop creating invoices by hand after every appointment. Each completed booking triggers an invoice automatically.
Accurate financials
Invoice amounts match booking prices. No transcription errors between your scheduling and accounting systems.
Faster payment cycles
Invoices go out minutes after the appointment. Clients who receive invoices sooner pay sooner.
Clean books at tax time
Every booking has a matching invoice in QuickBooks. Revenue tracking and tax preparation are straightforward.
Auto-Invoicing in Practice
A real-world look at how QuickBooks auto-invoicing works with SchedulingKit.
An accounting firm conducts 60 client meetings per month. Each meeting type (tax prep, financial planning, audit review) has a different rate. Before automating, an admin spent 4 hours per week creating invoices in QuickBooks after reviewing completed appointments.
Now SchedulingKit maps each service to a QuickBooks item: "Tax Preparation Consultation" at $200/hour, "Financial Planning Session" at $175/hour, and "Audit Review Meeting" at $225/hour. When a CPA marks a 90-minute tax prep session as completed, QuickBooks receives an invoice for 1.5 hours at $200 = $300, addressed to the client with their name and email from the booking.
The firm enables auto-send, so the client receives the QuickBooks invoice by email immediately. Payment links in the invoice let clients pay online via ACH or credit card. The firm's average days-to-payment dropped from 18 to 7 after implementing auto-invoicing.
For retainer clients with pre-paid hours, the admin marks those bookings with a "retainer" tag. A filter skips invoice generation for retainer sessions and instead logs the hours against the client's retainer balance.
Who It's For
Teams and individuals who benefit most from this integration.
Frequently Asked Questions
Common questions about auto-invoicing with QuickBooks.
Does SchedulingKit create invoices in QuickBooks automatically?
Yes. When a booking is marked as completed, SchedulingKit generates a QuickBooks invoice with client details, service line items, and the correct amount.
Can I map different services to different QuickBooks items?
Yes. Each service in SchedulingKit maps to a specific QuickBooks product/service item with its own rate and description.
Are invoices sent to clients automatically?
Optionally. Enable auto-send and clients receive the QuickBooks invoice by email as soon as it is created.
Does it work with QuickBooks Desktop?
SchedulingKit connects to QuickBooks Online. QuickBooks Desktop is not directly supported. Consider syncing QuickBooks Desktop with QuickBooks Online for compatibility.
Start Using QuickBooks + SchedulingKit
Set up auto-invoicing in minutes. No credit card required, no complex configuration.
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