Invoices

What an invoice is

Trussi doesn't have a separate "create invoice" screen. You invoice a customer by recording a worksheet, and that action needs QuickBooks Online connected to your account first (under Settings › QuickBooks). Recording turns the worksheet's line items into an invoice (or, if the worksheet's items net to a negative total, a credit memo, since QuickBooks Online won't accept a negative-total invoice) inside QuickBooks Online, and files a matching record against the project.

Recording an invoice

1. Open the project and go to the Worksheet tab. A project can have more than one base worksheet (each its own invoiceable job), and each one gets its own Record Invoice button.
2. Click Record Invoice. If that worksheet nets negative, the button and the dialog say Record Credit Memo instead.
3. Pick a QuickBooks Class, and map every line item on the worksheet to a QuickBooks item. Trussi pre-fills a suggested item for any line whose label it has already mapped somewhere else in your account before; the record button stays off until every line is mapped and a class is chosen.
4. Click Record Invoice (or Record Credit Memo) to create the document in QuickBooks Online. If you record the same worksheet again later, it updates that same QuickBooks document instead of creating a duplicate.

Recording also sets that worksheet's own status to Invoice Recorded.

Where an invoice shows up afterward

Open the project and go to the Payments tab. A payment received there can be tied to a specific invoice; click that invoice's name to open its detail page, which shows the invoice the way QuickBooks generated it (or, if that isn't available yet, its invoice number and status). If you can edit invoices, an Edit link on that page lets you change the invoice's name, its status (Unpaid, Paid, or Void), or its recorded payments directly; otherwise its balance and status update on their own as payments come in against it or QuickBooks reports it paid.

Finance: staying in sync with QuickBooks

Once QuickBooks Online is connected, a Finance section appears in the sidebar with two screens:

• Export Spend, which exports orders as bills to QuickBooks Online.
• Export Payments, which exports received payments to QuickBooks Online, mapped back to the project they belong to.

Neither of these creates an invoice; they're for keeping QuickBooks in sync with payments and spend that Trussi already has on file.

Who can do this

Opening the Worksheet tab, which is where the Record Invoice button lives, takes View on Worksheet; nothing more specific currently gates recording an invoice itself beyond that and QuickBooks being connected. Opening an invoice's own detail page takes View on Project Invoices, and editing one takes Modify on Project Invoices. On the Payments tab, seeing payments and invoices takes View on Payments, and recording, changing, or deleting a payment takes Create on Payments, Modify on Payments, or Delete on Payments respectively. The two Finance screens take View on Payments Export or View on Spend Export to open, and Modify on Payments Export or Modify on Spend Export to actually run an export.