Katana's QuickBooks integration allows you to create invoices in QuickBooks based on Katana's Sales Orders.
When you have connected your QuickBooks account to Katana, you can see a new Invoice column in the Sell screen.
Selecting "Create invoice" for a Sales Order will create a matching invoice in QuickBooks. The "Invoice" status will change to "Invoice created QuickBooks".
The value of the transaction will be recorded on the QuickBooks account you selected during the initial connection of QuickBooks to Katana.
If you are doing business in multiple currencies then Katana will also include the currency of the order when creating invoices in QuickBooks. Read more about QuickBooks and multi-currency here.
Note: Invoicing status cannot be reverted back to "Not invoiced" in Katana. You need to delete the invoice in QuickBooks, which will also revert the status in Katana. Reflecting the status back to Katana might take a few minutes.
Clicking on the status will direct you to the relevant invoice in QuickBooks.
Data between QuickBooks and Katana is matched as follows:
Katana | QuickBooks | Comments |
Sales order # | Memo (Invoice number - if enabled from QBO) | Katana sends the Sales Order number to the Memo (Message on statement) field on the invoice in Quickbooks. If "Custom transaction numbers" are enabled in QuickBooks, then Katana sends the Sales Order number also to the QuickBooks invoice as the Invoice number. If "Custom transaction numbers" are disabled in QuickBooks, then the Invoice number is generated automatically on the QuickBooks side. |
Customer | Customer | Customers are matched based on email. |
Bill to | Billing address | All address details are matched on invoice. QBO customer address is not updated. |
Ship to | Shipping to | All address details are matched on invoice. QBO customer address is not updated. |
Created date | Invoice date | Sales Order created date in Katana is used as the Invoice date in QuickBooks (not the date when the invoice is created). |
Delivery deadline | - | - |
- | Payment term | Payment term data does not exist in Katana. Customer's payment terms are added to the invoice in QuickBooks automatically. If a new customer is created in QuickBooks, then your default QuickBooks payment terms are applied. |
Line item | Line item | Sales Order line items in Katana will be added as invoice line items in QuickBooks. Products are matched based on SKU. Products that do not exist in QuickBooks are created automatically. Any values of existing products are not overwritten in QuickBooks when products are matched. |
Quantity | Quantity | - |
Price per unit | Rate | - |
Tax % | Tax rate | Assigned to the line item in QuickBooks based on the tax rate mapping defined during the initial connection of QuickBooks to Katana. |
- | Payment status | Payment status does not exist in Katana, this is not synced. |
Currency | Currency | Advanced or higher plans only |
All invoices in QuickBooks are created as "Tax exclusive".
Deleting invoices
You can only delete invoices in QuickBooks.
Either navigate to the "Sales" section in QuickBooks and find the relevant invoice on the list or click on the "Invoice created QuickBooks" status for a specific Sales Order in Katana to open the respective invoice in QuickBooks.
When you delete an invoice in QuickBooks that is created via Katana integration, the "Invoice" status for the related Sales Order is reverted to "Not invoiced".
Note: It might take up to 15 minutes for the "Invoice" status to update in Katana after deleting the invoice in QuickBooks.