Simplify Month-End Close by Connecting QuickBooks with TrackingTime through Zapier

Managing month-end processes is paramount for any business, but it can be a real headache. These processes are time-consuming and prone to errors if not handled efficiently. Streamline your month-end close by connecting QuickBooks with TrackingTime through Zapier. Save valuable time, enhance accuracy, and avoid errors with this automation to manage client billing and invoicing smoothly.

Automate Your Client Billing Process

By integrating QuickBooks with TrackingTime through Zapier, you can automate various aspects of your client billing processes. This means no more manual entry of billable hours or expenses, reducing the chances of overlooking billable items and ensuring accurate invoicing. Zapier allows you to create automated workflows, known as “Zaps,” that trigger actions between QuickBooks and TrackingTime based on predefined criteria.

Follow these simple steps to get started:

1. Sign up for accounts on TrackingTime and Zapier
2. “Make a Zap” to start creating your automation workflow
3. Configure and activate your zap by ensuring access to both TrackingTime and Quickbooks

Set up a Zap to automatically generate invoices in QuickBooks based on tracked time and expenses in TrackingTime. This ensures that your invoices are always up-to-date and reflective of the work completed for your clients. Additionally, you can customize these workflows to suit your specific billing requirements, whether it’s hourly rates, fixed fees, or project-based billing.

Common Use Cases and Recommended Zaps

Use the following zaps to automate your client billing workflow and gain more time to grow your business:

1. Client creation

Seamlessly generate customer profiles in TrackingTime by creating new ones in QuickBooks.

2. Time entries

Automatically sync time activities in QuickBooks with new or modified time entries logged in TrackingTime.

3. New project or task

Trigger a new project or task in TrackingTime with each incoming purchase order in QuickBooks.

4. Billing

Automatically generate bills in QuickBooks for every time entry logged in TrackingTime.

5. Invoice update

Stay organized and up-to-date with invoice status by triggering automatic updates in QuickBooks for each completed task in TrackingTime.

Zapier can also be used to connect other popular invoicing tools like Zoho Invoice, Square, Wave, Hiveage, Invoice Ninja, and Invoiced. You may create zaps for those tools using similar actions and triggers.

Client Billing Checklist

Make sure you cover all relevant aspects of month-end close with this comprehensive checklist for successful client billing:

1. Set Policies

Ensure proper time data by setting tracking policies. Define clear limits for employees to submit their hours in order to be invoiced and billed in time.

2. Control the quality of time logs

Keep a close eye on your team’s time logs, quickly identify pending hours, verify time entries’ attributes, and provide feedback to improve the process.

3. Set rates and costs

Based on your company’s billing model, assign corresponding rates and costs to get accurate time records for client billing.

4. Audit billable hours

Compare the hours tracked as billed with your estimates and projections to ensure that your invoices are accurate.

5. Report, export, and bill

Use time logs to report billable hours, export timesheets into invoices and bill your clients based on accurate time data.

Invoicing with TrackingTime

Besides integrating Quickbooks with TrackingTime through Zapier to streamline your invoicing process, you can also handle all your invoices within TrackingTime.

Create an invoice from any timesheet, mark the hours as billed, group invoice items by project, task, or user as needed, and use multiple currencies.

Create Invoices from Your TrackingTime Timesheets

1. Generate a report

Navigate to the Reports/Timesheets section to generate a report. Be sure to use the date picker to define your desired time range and employ filters to exclude any unnecessary information.

2. Export and mark as billed

Opt for the ‘Invoice’ feature within the export menu. Upon selection, a pop-up will appear, presenting various options. Choose ‘Group by’ to organize hours according to project, task, user, or opt for none. Additionally, mark time entries as billed, streamlining your invoicing process.

3. Create an invoice

Click on ‘Create’ to begin composing your invoice. Within the invoice interface, tailor elements like currency, tax rate, language, billing details, payment specifics, and even customize your client billing information to suit your needs.

Built-in Invoices Management

1. Enable invoicing

Enable invoicing into your workflow by heading to the Manage/add-ons section and activating the invoicing add-on. Once activated, the Invoices option will be integrated into the Manage section of your TrackingTime account.

2. Customize your invoice templates

Upload your logo, input your billing details, and choose a color scheme that resonates with your company. Set up default tax settings for your invoices. You can always update these settings whenever necessary.

3. Create an invoice

Navigate to Manage>Invoices to create a new invoice. Your customized template will appear, complete with your chosen colors, logo, and tax details. Fill in the required information and hit save. You even have the flexibility to adjust the currency and language for each invoice according to your needs.

4. Invoice status

Once your invoice is ready, you can manage its status. Save it as a draft if you’re not quite finished, or mark it as finished when it’s ready to go. Keep track of its progress by applying different status options like Open, Paid, Void, or Uncollectible. And if you need to make changes or create a similar invoice, you can always revert it back to draft or duplicate it effortlessly.

5. Export your invoices

Export invoices as PDFs or CSV files, or generate a shareable link for convenience. If you’re using QuickBooks, streamline your workflow by importing CSV files directly into your account.

Streamline Month-end Close

Connecting QuickBooks with TrackingTime through Zapier is a game-changer for businesses looking to streamline their month-end processes, particularly billing and invoicing. By automating client billing processes, standardizing time tracking practices, and leveraging reporting insights, you can simplify your month-end close and make informed decisions to drive business growth.

Embrace automation and best practices for billing and invoicing, take the leap towards efficiency and accuracy by harnessing the power of QuickBooks, TrackingTime, and Zapier to simplify your month-end processes and unlock your business’s full potential.

Client Billing and Invoicing

Check out our Guide for Employers to find more recommendations and best practices for your client billing and invoicing workflows.

— time tracking guide for employers

Read More about Time Tracking Integration Invoicing Tools

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