Review and send a QuickBooks invoice

Check the company, invoice and access#

These steps apply when invoice sending is enabled for a QuickBooks connection you own, or a company explicitly shared with you while you are an active workspace Owner. You need Finance access, permission to send invoices and a role allowed to approve sending. Shared invoice previews for other roles do not authorize sending. Full QuickBooks access does not by itself turn on invoice actions.

The QuickBooks customer must have a current, reviewed link to the intended client in agencyos. Check that the connected company matches your billing setup. Ask an administrator to review access and setup if Review send is unavailable.

Use an outstanding, non-void invoice that has not already been sent. It may have been created in QuickBooks or from an accepted quote in agencyos. Resending an invoice already reported as sent is not offered here.

Open the invoice and check its current state#

1. Open Finance and confirm the accounting company shown above the invoice list. Find the invoice and select its invoice number.
2. For an invoice created from an accepted quote, you can use Review invoice and send in AgencyOS on its creation receipt when offered. Confirm the company and invoice again after Finance opens.
3. Review the customer, items, total, currency, balance and due date. In Delivery and payment, select Refresh invoice status to read the latest available information from QuickBooks.
4. Check Last checked, QuickBooks updated when shown, and the email and payment states. A creation receipt records that the invoice was created; it does not establish the invoice’s current delivery or payment status.

Review the exact recipients and invoice#

A send review expires after 10 minutes. Changes to the invoice, recipients, access or settings require a fresh review. Avoid having another person edit the invoice in QuickBooks while you are reviewing and sending it.

If QuickBooks is configured to copy the company automatically, follow the explanation shown. Review and send in QuickBooks, or have the appropriate person resolve that delivery setting before preparing another review in agencyos.

1. Select Review send when available. Check Company, To, Cc, Bcc, Terms and Delivery method alongside the invoice amount, currency and due date.
2. If a recipient, invoice detail or delivery setting is wrong, select Cancel send. Correct it in QuickBooks, return to agencyos, refresh the invoice and prepare a new review.
3. When the details are correct and you intend to send this invoice, select I approve sending this exact invoice to the recipients above, then Confirm and send invoice once.

Check the result without sending again#

Open QuickBooks payment page appears only when QuickBooks returns a supported customer payment link and the required payment options are available. If Payment link unavailable appears, read its explanation and review payment options in QuickBooks. Do not substitute an internal invoice-editing link for a customer payment page.

1. Read the result after confirmation. Email accepted by QuickBooks means QuickBooks accepted the email; it does not establish that the recipient received it or paid the invoice.
2. Close and reopen the invoice to check its current recorded state. Use Refresh invoice status to read current information without sending another email.
3. Check the payment status and remaining balance separately. A partially paid invoice still has an amount due. A voided invoice is shown as Void; do not treat that as a payment.

Resolve an unavailable or uncertain send#

• Send pending or uncertain: do not send another copy. Select Check send status to reread QuickBooks. If it remains unresolved, inspect the original invoice in QuickBooks and ask an administrator for help. Reloading the page or reconnecting the company is not permission to repeat the send.
• QuickBooks rejected the operation: check the invoice and connection, refresh, and review the current details before deciding whether to try again. Treat an unconfirmed outcome as uncertain, not as a rejection.
• The review expired or details changed: refresh the invoice and prepare a new review. Recheck the company, recipients and amount before approving.
• Sending is unavailable: read the explanation. Your access, the connection’s sending setup, the client/customer link or the invoice’s current state may prevent sending. Ask an authorized administrator to resolve the stated issue.
• Invoice details cannot load or the linked invoice is unavailable: check the accounting company and refresh. An authorized administrator may need to restore the intended connection. Do not create another invoice to recover an existing one.