How do I post invoices to QuickBooks Online?

If your business, or maybe just your accountant, uses QuickBooks Online, Microsoft Invoicing can make life easier. You can use your favorite device to post new invoices in QuickBooks Online when you send them to customers. Sound good? There are a couple of things to do to get started. You need to share some data with QuickBooks Online. All you need to know beforehand is the name of the company, and the account to use to sign in to QuickBooks Online.

Share data with QuickBooks Online

  1. Tap Settings.

    Screenshot showing the settings icon in the bottom navigation bar of the Invoices app.
  2. Tap Import and Export

    Screenshot showing the Settings page of the Invoicing app
  3. Tap QuickBooks Online

    Screenshot of the Import and Export page of the Invoicing app

    An assisted setup guide will help you start sharing data with QuickBooks Online.

  4. Tap Get Started or Next

    Screenshot of the Quickbooks Online import dialog box in the Invoicing app
  5. Sign in to QuickBooks Online

    Sign in with your QuickBooks Online account.

  6. Choose a company in QuickBooks Online

    To keep your data clean, you can only share with one company.

  7. Tap Share Now or Next

    Screenshot of the data sharing confirmation screen of the Invoicing app

Top questions, answered by our team

QuickBooks Online isn't getting my data. What gives?

There are a few hiccups that can cause sharing to fail, or an update in one to replace an update in the other. We’ve seen a few things related to tax settings in QuickBooks Online, and some that are more miscellaneous:

  • Taxes aren't set up. There's an easy workaround for this one. Go back to Settings, run the assisted setup guide again, and add the information.

  • The invoice uses the Ask My Accountant tax rate with 0%. Get past this by entering a tax rate in Microsoft Invoicing when you create the invoice.

  • The name of a customer or item is not unique. QuickBooks Online requires unique names.

  • You made a mistake when you entered the customer's email address.

Why can’t I find my customers and items?

It’s probably because we haven’t shared the data yet. Don’t worry, we’ll get to it.

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