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From Work Order to QuickBooks Invoice: What Syncs, When, and What to Check

How a finished Repair-CRM job becomes a QuickBooks Online invoice, what data goes across, and what to check before you send it.

Written by Laszlo Malinovszky

Repair-CRM handles the job; QuickBooks Online (QBO) handles the invoice. This article explains how a work order becomes a QBO invoice and what to check so it goes through cleanly.

Before your first invoice

  1. Connect QuickBooks in Settings → System settings → Integrations.

  2. Click Manage on QuickBooks Online and set the four default accounts at the bottom (parts, services, inventory, expenses). Click Save. Without these, the invoice button does not appear.

  3. Import your clients and parts/services from QuickBooks so both systems match (Clients tab and Parts tab → arrow next to New → Import from QuickBooks).

  4. In QuickBooks, turn off Custom transaction numbers (Settings → Account and settings → Sales → Sales form content). QuickBooks then assigns invoice numbers itself.

When can a job be invoiced?

  • The technician accepted and completed the job.

  • The job is finalized/closed. With Enable Finalizing Step on, you review and edit the job in Finalizing first, which we recommend.

  • The job has at least one line item. QuickBooks doesn't accept an invoice without line items; for a no-charge visit, add a labor/service line at $0.

Send the invoice

  1. Open the finalized job.

  2. Click the button to create the invoice in QuickBooks.

  3. On the send form, turn the send email toggle off if you want to review the invoice in QuickBooks before the customer gets it.

  4. Confirm. The invoice now appears in the Invoices tab under Jobs (view-only; the green WO icon links back to the job).

What goes across

  • The client (matched by name) and the job's line items (parts and services).

  • The job description can be copied to the invoice memo, and the job location can be added to the invoice.

  • Sales tax is calculated by QuickBooks based on your QuickBooks tax settings.

  • Photos and time-tracking entries are not sent.

After the invoice is created

Make further changes in QuickBooks. A job that already has a QuickBooks invoice can't be reopened in Repair-CRM.

Troubleshooting / Common questions

The invoice button is missing

Check that the job is finalized, has line items, QuickBooks is still connected, and the four default accounts are saved.

The invoice number looks like WO/00150

Custom transaction numbers are still on in QuickBooks. Turn them off.

Can the invoice date match the service date?

There is an "Allow invoice date changes" option in the workflow settings.

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