QuickBooks Small Business

QuickBooks Invoicing for Gmail

More Actions

There are a few things that you can control from the app itself.

There is a More actions menu link next to the “qb” icon:

QuickBooks Invoicing for Gmail

Click that to get a menu:

QuickBooks Invoicing for Gmail

See your invoices shows you those five “prioritized” invoices, as I discussed earlier.

Settings shows a small number of options:

QuickBooks Invoicing for Gmail

Each of these are links to the appropriate place in my QuickBooks Online account.

Free QuickBooks Online Account

If you click the link to Sign Up for a new account when you set up this app, you will be creating a special “invoicing only” version of QuickBooks Online. This is a limited account, but it’s free to use. The only cost to you will be the transaction fees for any online payments that you receive.

This free account works with Stripe for payments, rather than QuickBooks Payments. I was surprised, since QuickBooks Payments is one of the major Intuit products. However, Stripe has an easier payments onboarding process. You don’t need to fill out very much to start accepting online payments from customers. QuickBooks Payments takes more effort to set up and your application requires approval before you can use it. That doesn’t fit within what I see as the goals of this app.

At this time, the free “invoicing only” QuickBooks Online account cannot be upgraded to a full featured QuickBooks Online account (Simple Start, Essentials, or Plus), although I would expect that if there is enough demand for that then Intuit will work on making an upgrade path available.

The only way that you can get one of these free “invoicing only” QuickBooks Online accounts is if you sign up through the QuickBooks Invoicing for Gmail app.

QuickBooks Invoicing for Gmail

Final Notes

A few comments:

  • Note that all the QuickBooks Invoicing for Gmail screens are narrow enough to fit on a mobile device screen without modification.
  • This app is only available in the US at this time.
  • You can only create an invoice from an email message. There isn’t a way to create an invoice from any other place in the Gmail dashboard.
  • I found that response time can be a bit slower than I would like. Of course, I was using a beta test version, so that could change as the product is released.
  • I’m concerned with how easy it is to add a new item to the products/services list. If you have a typo, and don’t notice it, you’ve added a new item. There should at least be a warning of some sort so that you can correct it before you fill up your products/services list with duplicate junk.
  • I do wish that inventory items would default to “By quantity” pricing.
  • At the time that I’m writing this I have not had access to one of the “invoicing only” QuickBooks Online accounts. It is not clear to me what features you have there, but we can guess that it isn’t much other than the portions that I’ve shown you above.

It is hard for me to evaluate the need for a product like this. It only works if you use Gmail extensively, and correspond with your customers that way. You have to receive an email from your customer before you can use this to create an invoice for them. Is this easier than working from QuickBooks Online and having your Gmail contact list available there? Perhaps, in some situations.

Speed will be a major concern. If there are long lags in working with this, people won’t accept it.

The most interesting aspect, to me, is the free “invoicing only” QuickBooks Online account. I’m guessing that this is the real focus for this app – to bring in those very small businesses that are just looking for a quick way to generate invoices. The user doesn’t get “accounting,” they don’t even get “taxes” like you get with QuickBooks Self Employed. Is Intuit creating too many fractured, partially functional products? They have this QuickBooks Online “invoicing only” product, QuickBooks Self Employed, QuickBooks Online Simple Start, all aimed at these very simple business situations.


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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 the managing editor and primary writer for the Accountex Report (formerly the Sleeter Report) since 2011. Charlie can be reached at [email protected]

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

3 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.

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