This article explains how you can edit and delete invoices in Actionstep Practice Management and how these changes are automatically pushed to QuickBooks Online.
NOTE: When an invoice is created in Practice Management and pushed to QuickBooks Online, a link is created between the two transactions.
Editing an Invoice
You can edit an invoice provided that that you are a user in an Practice Management system linked to QuickBooks Online, on any product plan and where invoices are synchronized with QuickBooks Online.
When the invoice is reverted to Draft, then the corresponding invoice in QuickBooks Online is deleted. When the draft invoice is edited and reposted in Practice Management, the invoice is reposted (re-created) in QuickBooks Online.
NOTE: When the invoice is edited in Practice Management, the bill reference will need to be updated slightly. If you try to repost with the original invoice number, QuickBooks will already have this reference in the deleted invoice, so it is suggested you add something like a ".1" or an "a" after the original reference number.
Deleting an Invoice without Payment
You can delete an invoice without payment provided that you are a user in an Practice Management system linked to QuickBooks Online, on any product plan, where invoices are synchronized with QuickBooks Online and where the invoice has no payment.
An invoice can be deleted from the following places:
- In the Bills List (Select Delete or Revert invoice to Draft, then Delete)
- From the Matter > Billing > Bills page, select Delete or Revert invoice to Draft, then Delete
- Within the invoice
When the invoice is deleted in Practice Management, then it is automatically unlinked and deleted in QuickBooks Online. The invoice will also be deleted in the Linked QuickBooks Online Invoices List.
Deleting an Invoice With Payment
If you try to delete an invoice in Practice Management that has been fully or partially paid then you will get an error message and be restricted in deleting that invoice.
Available Fields in the QuickBooks Online Integration
Practice Management pushes the following data to QuickBooks Online for invoicing:
- Customer Name
- Invoice Date
- Due Date
- Line item amount (grouped by income account)
- Description (incorrectly pulls in income account name)
- Product/Service (incorrectly maps to a single product/service)
- Customer email address
- Billing Address (same as above)
- Matter Name
- Matter ID
- Memo
Updated