QuickBooks Small Business

QuickBooks Invoicing for Gmail

QuickBooks Invoicing for Gmail

Now that I’m connected, I can open an email message to create an invoice. At this time you can only create an invoice via Gmail when you are viewing an invoice. Click the “qb” icon and the new invoice window opens on the right.

QuickBooks Invoicing for Gmail

Looking at that new invoice window in closer detail:

QuickBooks Invoicing for Gmail

  1. My company logo was automatically added to the top, and it will show on invoices. This comes from the settings in my QuickBooks Online Accountant account. You also can add this in the app settings, as I’ll show later.
  2. The customer is taken from the Gmail message that I’ve opened here. If this matches an existing customer name in my QuickBooks Online customer list, then the invoice is added to that account. If it does not match, then a new customer will be added to QuickBooks Online. You can click on this field and start typing a name, you will see the list of customers from QuickBooks Online that matches.
  3. The customer email address is taken from the Gmail message
  4. Click the link to Add a product or service. You can add a new item here, or if you start typing a name you will see a list that matches from your QuickBooks Online product/services list.
  5. This sets the due date for the invoice. There is a list of options, as I’ll show below.
  6. You can compose a message for the invoice. There is a default entered for you to start with.

Let’s add a product/service. This opens an overlay as shown below:

QuickBooks Invoicing for Gmail

If you start typing something on the Product or service line, and you pause, you will see a list of items that match what you’ve typed. This comes from your QuickBooks Online product/services list. The product/service is entered, it does not offer a dropdown list from my QBO account. The matching list only shows if you hesitate for a moment. If you enter a value here that does not exist in your product/services list, it will be allowed and the item will be added to your list, without any warning, so be careful.

QuickBooks Invoicing for Gmail

You can edit the Description field.

The Rate field offers options of “Flat rate,” “By hour,” or “By quantity.” If you select “By hour” or “By quantity,” the screen changes to ask you for the hours or quantity. Note that if you select an item in your product/services list that is an inventory item, the app does not automatically switch to “By quantity.”

The Price field can be edited.

The Taxable switch determines if sales tax is to be applied to this item. If the item is marked as being taxable in your QuickBooks Online products/services list, it shows as being taxable here.

Here’s an item that I’ve added:

QuickBooks Invoicing for Gmail

Clicking “Add” adds this to the invoice. There is a bit of a lag, but it’s not too horrible.

Returning to the invoice, you can see that the item has been added, and a sales tax line has been added.

QuickBooks Invoicing for Gmail

You can enter as many lines as you wish, and you can edit existing lines. There isn’t a search feature for lines, so this might not be convenient if you have long, detailed invoices.

Sales tax defaults to the settings you have in your existing QuickBooks Online account. You can override this for an invoice by clicking the edit icon, which will show you the options that you have set up in QuickBooks Online.

QuickBooks Invoicing for Gmail

The Terms field has these options:

QuickBooks Invoicing for Gmail

If you select Custom due date you can enter a specific date

The Message to customer is marked as “optional,” but it always seems to appear unless you delete the text. This text is added to the email message sent to the customer.

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. He retired from accounting and QuickBooks activities in early 2018.

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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