Breadwinner can create Invoices and QuickBooks Customers from an Opportunity, Order, or Account. The Guided Wizard is perfect for companies or users that want to preview the information they are about to send to QuickBooks, without having to copy and paste.
The Guided Wizard can be described as 'near-automation'; you can create an Invoice in just three clicks while reviewing the information. If you want pure automation, please consider using Flows or writing Apex to create Invoices.
To get started, first make sure you have installed Breadwinner for QuickBooks in your Salesforce Org, and finished all the steps in the setup tab: connected Breadwinner to QuickBooks, finished the Account Matching, and updated your page layouts.
Once you have updated your page layouts, go to any Opportunity and look for a "New Invoice" button.
This will start the Guided Wizard. The first step is to confirm how you want to create the Invoice Line Items and confirm (or create) the QuickBooks Contact.
As for the Line Items, please confirm whether you want to pull the Opportunity Products from the Opportunity, or whether you want to enter the Line Items manually. (When creating from an Account, or from an Opportunity with no Opportunity Products, the only option is to enter the Line Items manually).
At this stage, you may
- confirm one of the QuickBooks Customers that are associated with this Salesforce Account
- create a new QuickBooks Customer
- modify the billing address or billing details of an existing QuickBooks Customer
You can also confirm whether you want to pull the Opportunity Products from the Opportunity, or whether you want to enter the Line Items manually. (When creating from an Account, or from an Opportunity with no Opportunity Products, the only option is to enter the Line Items manually).
This is the last page for the Invoice creation process. We call it the pre-invoice page, where you can see the Invoice and Line Item details. You can add or change the Invoice details here. You can also add the Line Items to this Invoice by selecting the "Add more lines" link.
After confirming the Invoice details, click the "Create Invoice" button to create the Invoice in QuickBooks. Breadwinner will push the new Invoice into QuickBooks in real-time, then automatically sync it back to Salesforce. Note: creation buttons will be disabled when you are in Breadwinner Read-Only mode
On the detail page of every Invoice Record in Salesforce, you will find a "Download Invoice as PDF" button. This will produce the QuickBooks-generated PDF of the Invoice, which you can save to your computer and email. As QuickBooks generates this PDF, it looks the same as if you had generated it within QuickBooks. Save the PDF to your computer, and from there, you can attach this Invoice PDF to an email.
You can send the invoice PDF directly from Salesforce. You will find a "Send Invoice PDF as Email" button on the Invoice detail page.
When you click on that, you will be redirected to the page to select one of the Contacts (related to Account of Invoice). With Breadwinner for Business, you can add other emails in the CC and BCC fields.