QuickBooks Small Business

QuickBooks Invoicing for Gmail

Written by Charlie Russell

Intuit is launching a new app, QuickBooks Invoicing for Gmail. This allows you to create QuickBooks Online invoices directly from your Gmail dashboard. If you use Gmail extensively then you may find this convenient to use. You can connect this to your QuickBooks Online account (including QuickBooks Online Accountant), or you can get a free, invoicing-only version of QuickBooks Online, something that will be useful to very small businesses.

While this app certainly can be useful to a business using QuickBooks Online, I believe that one of the main targets is the very small businesses, perhaps the self-employed market. As I discussed in my series of articles on Intuit and the future of QuickBooks, Intuit has a major focus on the smallest of businesses, believing that this is the fastest growing market segment for accounting apps. It will be interesting to see how this competes with Intuit’s other smallest-business product, QuickBooks Self Employed.

Connecting to Gmail

Let’s take a look at how you connect this app to Gmail. Please note that I’m not showing every step, because I’m working with a beta test version and some steps will be different when this app is released.

Start by logging in to your Gmail account, then go to the G Suite Marketplace.

QuickBooks Invoicing for Gmail

Locate the QuickBooks Invoicing for Gmail app, select it, and click the Install link. Note that there are other QuickBooks apps here, so locate the right one. Unfortunately, I can’t show you the details of this app in the marketplace, because I’m writing this article before the app was made available there.

Next, return to your Gmail dashboard. Open an email message, you should see a “qb” icon on the right.

QuickBooks Invoicing for Gmail

Click that “qb” icon and then click the Authorize Access link.

QuickBooks Invoicing for Gmail

You need to Allow the app to access your account.

QuickBooks Invoicing for Gmail

You have the option to connect to an existing QuickBooks Online account, or to sign up for a new account. I’ll discuss the “new account” option later.

QuickBooks Invoicing for Gmail

In my example I’m going to connect to my existing QuickBooks Online Accountant account.

QuickBooks Invoicing for Gmail

Since I’ve signed in to my QuickBooks Online Accountant account, I have options to set this app up either for my own firm, or to be used by any of my QuickBooks Online Accountant clients. The top portion of this window lets me select which of my own accounts to use (I have multiple accounts for testing), and to use one of those accounts I would click the Add app to firm link.

QuickBooks Invoicing for Gmail

Below this you see the clients in your client list that are using QuickBooks Online. I can select one of those to set up the app for a client, which would mean that I should be logged in to that client’s Gmail account. I’m not sure that this is a good idea for most accountants, but I’m open to discussion on this point.

One of the odd things here is that I can’t always match up the list of clients here that I see if I log into my client list in QuickBooks Online Accountant. This isn’t an issue with the QuickBooks Invoicing for Gmail app, it is a problem in the overall QuickBooks Online programming API. Maybe the issue is my odd testing setup, since I have been mucking around with beta test versions of QuickBooks Online. My client list has lots of “expired” QuickBooks Online accounts, several QuickBooks Self Employed accounts, clients that have been picked up via PayPal (which came from my QuickBooks Desktop client list), and more. The list shown above does only show clients that are on my list, but it doesn’t show all of the clients that it should. I haven’t figured out why it doesn’t match.

In any case, I’m going to connect this app to my firm for testing.

After clicking the Confirm button, we are connected and ready to create invoices from Gmail.


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About the author

Charlie Russell

Charlie Russell has been involved with the small business software industry since the mid 70's, and remembers releasing his first commercial accounting software product when you had an 8-bit microcomputer with one 8 inch floppy disk drive. He has a special interest in inventory and manufacturing software for small businesses. Charlie is a Certified Advanced QuickBooks ProAdvisor with additional certifications for QuickBooks Online and QuickBooks Enterprise, as well as being a Xero Certified Partner. Charlie started blogging about QuickBooks in 2008 (Practical QuickBooks) and has been writing for the Accountex Report (formerly the Sleeter Report) since 2011.

Visit his CCRSoftware web site for information about his QuickBooks add-on products. He is also the author of the California Wildflower Hikes blog.

12 Comments

  • From the last couple of days, I am looking the option connect your Gmail, I was thinking about this feature what is new thing coming, Today I just reach on this post from Charlie. it is the really amazing feature from Quickbooks Online.

    It is going to reduce more effort of business owners and bookkeepers. It will reduce more data entry. Easy to generate invoices and bills

  • I do not understand the logic of creating multiple crippled versions without an easy migration to higher versions. If a company comes to me and shows me this “cool invoicing app” that they found and love and as their accountant I recommend that they move to a higher version, it should be extremely easy to do.

    • An upgrade path would make sense to me as well, Sara. In the case of this special version, I’m going to guess that if there is a lot of demand for this then they will do it. As far as QuickBooks Self Employed, that is a very different product than QuickBooks Online so transition would be more complicated. But again, if enough people ask for it, they’ll do it.

  • I would rather see being able to sync to my gmail through QBO so my gmail would have a record of a sent invoice. Can we do that already without e-mailing ourselves?
    I can see though for folks like plumbers, and other people who do onsite work, get paid before they leave and usually have paper receipts this could be a way to e-mail and take payments.

    • There are other ways that we can do like Receipt Bank. Both are good for those who are not using email. Just scan your receipts and upload there. Receipt Bank has the option to integrate with QuickBooks Online. So you can post all those as bills with one click.

      • That goes beyond the scope of what Intuit is trying to do here – you would have to purchase QBO, then Receipt Bank, and the costs of those far exceeds what you would have to spend for this product. Different solution for different situations.

  • Hi,

    I can’t send invoice emails from quickbooks to anyone with a gsuite account, does this resolve that issue? I also can’t find it on the app store.

    • TO someone with a gsuite account? That is odd, it should be able to send an email to any valid address.

      Looking at your email address, are you based outside of the US? This new feature is only available in the US, I believe.

  • Hi Charlie,

    Yes, sending invoices out to gsuite accounts, I have tested with outlook office 365, and they send fine. I am in touch with support to try resolve. Do you know if their are plans to roll this gsuite app out to other countries, i.e South Africa?

    • Intuit doesn’t have an official version of QuickBooks Online for any African country at this time, although I assume that you can use one of the international versions. I don’t know what their plans are for international rollout of features like this. It involves a free/limited version of QuickBooks Online, so that makes it a big marketing issue for them. And it integrates with Stripe, and I don’t know how that works internationally.

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