How do I see what AveeCare will send to QuickBooks Desktop before it goes?

Run payroll has "Preview what QuickBooks will get" (each caregiver's hours, items and overtime), and an invoice's menu has "See it in QuickBooks" (customer, template, lines, total). Both use the same build as the send and flag anything QuickBooks would refuse.

Quick answer1 min readUpdated for AveeCare
Short answer

In the Run payroll window, open "Preview what QuickBooks will get" to see each caregiver's hours as they will land: pay item, regular and overtime hours, and drive time. For an invoice, open its menu on the Invoices tab and choose "See it in QuickBooks" to see the customer, template, every line and the total. Both are built the same way as the send and point out anything QuickBooks would refuse.

Step by step

  1. Payroll: pick your dates and press Run payroll.
  2. Open "Preview what QuickBooks will get".
  3. Billing: on the Invoices tab, open an invoice's menu and choose "See it in QuickBooks".
  4. Fix anything it flags, such as a code with no QuickBooks item, before you send.

Good to know

  • Your invoice layout: QuickBooks shares only your template names, not their design, so the invoice picture is close to how it prints, not exact. "Invoice lines" in Settings sets one line per visit or per service and what each line says.
  • Setup list: The QuickBooks Desktop card in Settings, Payment Integrations lists what is ready and what is missing.

Keep going

How do I undo or correct what AveeCare sent to QuickBooks Desktop?

Press "Sent to QuickBooks" on Payroll or Billing's Invoices tab, then "Undo this send": on the next sync AveeCare removes those hours and mileage checks, or voids or deletes the invoices. Edit a visit or invoice in AveeCare and QuickBooks is updated in place; records changed in QuickBooks are left for you to decide.

How do I send overtime to my QuickBooks Desktop overtime pay item?

Choose "On your QuickBooks overtime item" under "How overtime goes to QuickBooks" on the QuickBooks Desktop card (Settings, Payment Integrations). Regular hours go on the regular item and overtime on your overtime item; each caregiver needs a rate on that item in QuickBooks.

Written by
Calvin Nesvig
Founding Partner, AveeCare

Builds AveeCare full-time. The AveeCare Help Center is written and maintained by the team that builds the product, so the steps in every article come from the same people who ship the features.

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