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Quickbooks Integration for Invoicing and Payments
Quickbooks Integration for Invoicing and Payments
Louis avatar
Written by Louis
Updated over a week ago

Tint Wiz includes an internal invoicing system that can help you create and send invoices with a few clicks.

If you use Quickbooks for accounting, you can easily integrate your Quickbooks account with Tint Wiz and keep sending the invoices through Quickbooks. Tint Wiz is still going to keep a record of your transactions so you won't lose them if you ever decide to unlink with Quickbooks. 

To integrate your QBO account with Tint Wiz:

- Go to Settings > Integrations > Quickbooks
- Click "Connect with Quickbooks" button and follow on screen instructions provided by Quickbooks.

Note: You can connect one Tint Wiz business and a QBO company end-to-end. You can not connect multiple TW businesses to a single QBO company. If you receive an "already connected" error, you must disconnect the other TW business you own and try connecting the new business to QBO again.

How it Works?

Once you complete the authorization process, Tint Wiz can sync your customers and invoices to QBO. Invoicing process will stay mostly identical other than a few minor differences and limitations to be aware of.

- Invoices are synced one way from Tint Wiz to Quickbooks Online: When you create an invoice from Tint Wiz, it will be created on QBO simultaneously. Updates you do to that invoice from Tint Wiz will also get synced to QBO. New invoices or changes on existing invoices on QBO will NOT sync back to Tint Wiz. As a workaround to this for synced invoices, you can use the Resync button on TW invoice page.

- Payments are synced both ways: When you add a payment to an invoice from Tint Wiz, the payment will be synced to QBO. Adding a payment on an invoice that was created with Tint Wiz will also sync back to Tint Wiz and mark the invoice paid.

Currently the integration only covers invoices; there is no sync for estimates, inventory, payroll etc.

Things to be aware of when using Quickbooks Online integration:

Display Names

Quickbooks requires customer names to be unique in their system while Tint Wiz does not have such limitation. Tint Wiz will try to workaround this QBO limitation by adding an incremental suffix like "(2)" to names when needed.

Note: When there are too many repetitions of the same name, you may receive an error message "The name supplied already exists". In that case please modify your Wiz contact name and try again or link customer manually (see next topic).

Linking Tint Wiz Contacts with Quickbooks Customers

When invoicing Tint Wiz is going to create a new customer on Quickbooks by default. You can select a customer to link the Tint Wiz contact and create the invoice while invoicing easily to prevent duplicates on Quickbooks.

Simply click Select Quickbooks Customer to Link to find the correct customer and create the invoice:

It is also possible to unlink the customer and link with a new one using the same section on invoice editor.

Custom Transaction Numbers

Quickbooks allows you to use your custom transaction numbers by turning a setting on from sales settings. However if you use custom transaction numbers, your new invoices are not going to have invoice numbers auto assigned to them. In order to have every invoice you create to have a number assigned, you MUST keep "Custom Transaction Numbers" setting turned off.

 - Navigate to settings>company settings>sales on your Quickbooks online account.
 - Find "Custom Transaction Numbers" setting and turn it off.

Note: If you toggle custom transaction numbers setting "On" at Quickbooks settings, the custom transaction field from QBO invoices will disappear. If you need edit an invoice # on Quickbooks, you must toggle custom transaction number "Off" first, edit the invoice numbers as necessary then toggle the setting back off.

If your invoices don't show an invoice number, go to settings (gear icon) > "custom form styles" click on your default form template, switch to content tab and click header section. Then activate "Form numbers" option on the left side.

Customizing Invoice Templates

When you're using QBO invoicing, TW loads invoice PDFs directly from QBO. Customizations you apply from TW would not get reflected to QBO invices. You can follow this guide to customize your QBO invoices:

Invoice Items

You must select an invoice item to create an invoice on QBO. Tint Wiz will load your selectable items from QBO and list them on invoice forms.

If your Quickbooks invoice item includes a rate and tax preference they will be applied to the Wiz invoice line automatically.

By default; Wiz will select the service named same with the project type: "Automotive", "Residential", "Commercial" or "Marine".

If these services matching project types are not setup, the first one named one of Window Tint, Window Tint Installation, Window Film Installation, Window Film, Film, Installation, Services will be selected.

If no service matching the above criteria is found, first service returned from QBO will be selected.

Optionally, you can link your Tint Wiz services with QBO items to automatically select them when invoicing on projects you setup with canned services. Canned Proposal solutions can also be linked to QBO items to simplify invoicing.

Payment Methods

When recording payments from Tint Wiz, payment method will also get synced if the payment type name (Cash, Check, Debit, Credit Card, Visa etc.) matches the payment method name at QBO.

If a payment method you have on QBO does not exist on Tint Wiz, it can not be synced by default. In that case you can add the missing payment types from settings > configuration > Invoices section "Payment Types" box.

If a payment method you have on TW does not exist on QBO, you must also add it on QBO to make the payment method sync.

Sales Tax

U.S. companies that use Quickbooks Online may have automated sales tax (AST) turned on on their accounts. If automated sales tax is enabled for your business, you don't need to manage your tax rates from Tint Wiz as Quickbooks will calculate the sales tax based on the address of your customer (or you company address if customer does not have one). If your Quickbooks Online business is setup to use AST, the tax rate you select on Tint Wiz will be ignored and tax will be recalculated based on the location of the customer. Tint Wiz will post the contact address on the invoice to QB for tax calculation so always make sure your customers have correct addresses.

For non U.S. companies or U.S. companies who do not have automated tax rates setup; tax rates must be managed manually in Wiz. At Tint Wiz side you can setup your tax rates and apply them to your invoices from Settings>Configure or by using the "Manage Tax Rates" link you will find while invoicing. If you are using Quickbooks integration you must link each tax rate you have on Tint Wiz with a taxcode you have on Quickbooks or they will be ignored.

Tax Exemption Reason

If you are doing jobs for tax exempt customers you need to select a tax exemption reason when invoicing them. Tint Wiz supports selecting all the reasons Quickbooks allows to be selected.

Note: Please consult with your accountant to determine which exemption reason you need to use for your customer and documentation requirements for compliance.

Important (US users): Do not use a "No Tax 0%" or "Exempt 0%" tax code for invoices that are sent to exempt customers. Select a tax exemption reason and leave the tax rate empty instead.

Undeposited Funds

When a payment is pushed from Tint Wiz to QuickBooks Online, it will go to "Undeposited Funds". Undeposited Funds is an account created by QuickBooks to hold funds until you are ready to deposit them. Most accountants/bookkeepers want this because it allows you to match your bank deposits with the actual payments, for reconciliation purposes.
Please check this guide regarding the Undeposited Funds account in QBO:

Learn More:

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