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Resource: Quickbooks Invoices

This article covers the Invoices Resource in detail. If you haven’t yet learned about Resources in general and how to get the most out of them, we suggest you check out our Resources support article first.

What is an Invoice?

Invoices in Quickbooks represent any Customer Invoice (i.e. AR), but not Vendor Invoices (i.e. AP), which are considered “Bills.” By default, Invoices will appear as Revenue in your financial statements, and each will include one or more lines with products/services and dollar amounts.

Amalgam allows you to create, view, or update any data connected with an Invoice in Quickbooks, including all of the fields you see in the “Create Invoice” screen in the Quickbooks web interface. Amalgam also allows you to view and modify additional fields that aren’t typically visible in the Quickbooks website.

Video Tour

Filters for Downloading Invoices

When you want to download a group of invoices to your worksheet, you can use the filters section (on the left side of the Resource template) to select only the invoices you wish to download. These filters are cumulative (so if you make multiple selections, you will get results that fit ALL filters).

  • Customer: select only Invoices from a specific customer to download
  • Start Date / End Date: create a range of dates, using the invoice date (not the due date)
  • Due Before / Due After: same as the start and end dates, but filtering for the due date of the invoice
  • Invoice #: find a specific invoice by its number
  • Balance Equals: find invoices by their exact balance
  • Balance Greater / Less Than or Equal To: lots of words to outline a number range of outstanding balances. For example, you could find only fully paid invoices by using “$0.00” as your balance, or look for a balance greater than “$0.01” to find only unpaid invoices

Invoice Data Structure

Invoices consist of one Invoice with multiple Invoice Lines. Some Invoice data applies to the whole invoice, other data applies only to a specific line. For example, each line may have its own product and dollar amount, but all lines will share the same due date and customer name. You can see how this nested data looks on the template in the video above.

In the Invoices Resource, only the most commonly used fields are visible by default. You will see several hidden columns, indicated by a “+” button at the top of the sheet. By unhiding those columns, you can access several less-common but still powerful additional fields, allowing you to apply Classes to Invoice Lines or Locations to Invoices.

Note that some of these fields may have formulas in them. These are often used to fetch IDs for Quickbooks data, stuff that is required by the Quickbooks app, but which isn’t important to a user. We caution against changing this data unless you know what you’re doing!

Reference Fields

There will be several fields in each Invoice that refer to other Quickbooks data. For example, each Invoice is assigned to a Customer, and that Customer must exist in Quickbooks. Amalgam makes these references easy for you by providing you with a dropdown list containing all of your options.

If you ever wish to refresh these lists, there is a refresh button on your sidebar that will sync your options with the latest data in Quickbooks. This can be used in conjunction with other Amalgam templates to make edits in Quickbooks without ever leaving Excel or Google Sheets.

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