While working with wedding professionals on their Quickbooks a question often comes up is:
I do my invoicing with ______. How do I integrate that with Quickbooks?
You don’t ‘integrate’ it. You recognize the sale in the bank feed.
Here’s how it works…
You might already be using one of the following for client management:
- 17 hats
- Aisle Planner
- RW Elephant
- Planning Pod
and sooooooo many more
These programs are CLIENT MANAGEMENT PROGRAMS. They are AWESOME at on-boarding clients and managing your relationships with clients. They might even do invoicing as part of that process. Keep doing your invoicing through that system – if you like it and if it’s working for you.
So – where does Quickbooks come in?
Quickbooks (or any other accounting software you use) does MUCH MORE than just invoicing. It will manage all of your transactions: cash, expenses, equity, taxes, payroll, etc. It is ACCOUNTING SOFTWARE.
Two different softwares with two different functions.
If you like your client management program and want to continue invoicing clients there, keep doing that.
AND – Use Quickbooks for the accounting side of things.
When you have a sale that comes from one of these programs, you’ll see it in your bank feed as a deposit, select the transaction and then categorize it to your income account. NO NEED TO CREATE AN EXTRA INVOICE IN QUICKBOOKS. (If you make an invoice, you’re doing too much work. And, you could end up having ghost invoices that never get matched to a client deposit.)
If the program takes out the fees before it’s deposited to your bank account, you’ll want to back them out. (For example, Honeybook will make a deposit to your bank that is net of fees – the fees are taken out before cash is deposited to you.)
Select the transaction in your bank feed and then split the line to assign the amounts to different categories. Like this:
Does that help?
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