Importing Invoices from QuickBooks

Overview

Import invoices from QuickBooks into Monk to manage your accounts receivable workflow. This guide walks you through reviewing QuickBooks invoices, linking customers, and completing the import process.

Navigating to Invoice Import

1. Click Sync in the left sidebar navigation

2. Select the Import tab to see QuickBooks invoices available for import

Understanding the Import Tab

The Import tab displays all QuickBooks invoices that:

• Exist in QuickBooks but not in Monk

• Haven't been previously imported or linked

• Belong to an active QuickBooks connection

Each invoice shows:

Importing Invoices

Step 1: Select Invoices for Review

1. Navigate to the Import tab

2. Select invoices by clicking their checkboxes

3. Click Review Selected to open the import review page

Step 2: Review Invoice Details

The import review page shows:

• Left panel: List of selected invoices

• Right panel: Detailed view of the selected invoice

For each invoice, you'll see the QuickBooks data including:

• Customer information

• Invoice date and due date

• Line items with quantities and amounts

• Any payments or credits already applied in QuickBooks

Step 3: Link or Create Customers

Each invoice needs a Monk customer. The system handles this in three ways:

Customer Already Linked (Blue Banner)

If the QuickBooks customer is already linked to a Monk customer, you'll see a blue "Customer Linked" banner. The invoice is ready to import with no action needed.

Select Existing Monk Customer (Amber Banner)

If the QuickBooks customer isn't linked yet, you can search for and select an existing Monk customer:

1. Use the Link to existing Monk customer dropdown

2. Search for the customer by name

3. Select the matching customer

This creates a permanent link between the QuickBooks and Monk customers for future imports.

Create New Customer (Gray Banner)

If you leave the customer selection empty, Monk will automatically create a new customer using the QuickBooks customer data during import. You'll see a gray "New Customer" banner indicating this.

Step 4: Link to Existing Invoice (Optional)

If an invoice already exists in Monk that matches the QuickBooks invoice (e.g., you created it manually), you can link them instead of creating a duplicate:

1. Once a customer is determined, the Link to existing invoice section appears

2. Search for matching invoices by number or amount

3. If a potential match is found, it will be highlighted as "Suggested Match"

4. Select the invoice to link, or leave empty to create a new invoice

Step 5: Approve Invoices

After configuring customer and invoice options:

1. Click Approve for Import at the bottom of the details panel

2. The invoice shows a checkmark in the left panel

3. Repeat for each invoice you want to import

Step 6: Execute the Import

Once you've approved all desired invoices:

1. Click Import to Monk in the sidebar header

2. Review the import summary showing:

   • Number of invoices to create

   • Number of invoices to link to existing

   • Number of new customers to create

   • Number of customers to link

3. Click Confirm Import

After import completes, you'll be redirected to the invoices page where you can see your imported invoices.

Import Status Indicators

Handling Payments and Credits

When importing invoices that have payments or credits in QuickBooks:

• Payments are displayed with date and amount

• Credits show the credit memo number and amount

• The Balance reflects the actual outstanding amount

• Payments and credits are imported along with the invoice

Locked Period Warning

If an invoice date or payment date falls within a closed accounting period in Monk, you'll see a warning banner. You may need to:

1. Adjust the closed period settings in Monk

2. Work with your accounting team before importing

Tips for Efficient Importing

• Batch similar invoices - Import invoices for the same customer together

• Review customer linking - Take time to correctly link QuickBooks customers to avoid duplicates

• Check for existing invoices - Use the invoice linking feature to avoid creating duplicates

• Verify amounts - Ensure the QuickBooks balance matches expectations before importing

Troubleshooting

No Invoices Available

If the Import tab is empty:

1. Verify QuickBooks is connected (check Integrations → QuickBooks)

2. Ensure invoices exist in QuickBooks that aren't already in Monk

3. Try refreshing the page

Customer Not Found

If you can't find an existing Monk customer to link:

1. The customer may have a different name in Monk

2. Try searching by partial name

3. Consider creating the customer first in Monk, then linking