How to Create Invoices When Connected to QuickBooks Online

Note: This tutorial only applies to Premium users who have set up the QuickBooks Online Integration.

Once you have your QuickBooks Online (QBO) integration set up (if you haven't yet, we'd recommend checking this tutorial out first), invoice creation will look slightly different on the platform. The following tutorial explains how the new invoice creation process will look:


1) Navigate to the Invoices Tab of the Relevant Client

To create an Invoice, you'll need to ensure a Community has been selected. In this case, we've chosen Abby Adult Family Home LLC for Sara & Alice Green.


2) Click Create new invoice

⚠️ If this is your first invoice for a specific Community, we'd first recommend confirming that the Community Name in Senior Place matches the Customer Name in your QBO account. This is to ensure the accounts get properly connected. If there isn't an exact match for the first invoice to a Specific community, a new Customer profile will be created in QBO.⚠️


3) Customize Invoice

Note: If you need to edit/add details that aren't included below, you can always do so within QBO after the invoice is created.

After clicking Add Invoice, you'll be able to customize the invoice in a variety of ways:

  1. If we can identify a QBO Customer related to your invoice, we'll automatically populate it here; however, if we can't identify a customer, you have two options for adding them. See steps 2 & 3 below.

  2. (Optional) To find an existing QBO Customer to bill, click the magnifying glass 🔎 icon and type in the QBO Customer name. You can then choose the customer you want from that list.

  3. (Optional) To create a new QBO Customer, click the plus ➕ icon, type in the Custome name, and click Save.

  4. Choose whether or not to Email the Invoice immediately upon Save. If the invoice is for a new customer, we may not automatically populate the email address.
  5. Edit the Terms and Due Date
  6. Customize Line Items
  7. Add Line Items
  8. Add Notes to the Message box
  9. Add Another Invoice- This is ideal to use if the invoice will be spread over multiple payments.
  10. Click Save to finalize the Invoice creation

4) View/Edit/Email Invoices

After the initial invoice creation, you can perform a variety of actions:

1) Email Invoice

Note: Invoices can also be emailed from your QuickBooks Online account if you'd prefer.

To email the Invoice from Senior Place, click the Email button next to the relevant invoice, enter the email addresses for the community, and click Send.

2) View Invoice in QuickBooks Online

Note: Sometimes the first time you click the Link button, it will pull up the new invoice creator in QuickBooks Online. Simply close that page and click the Link button again if that happens.

Click the Link button to view the Invoice in Quickbooks online.

3) Edit Invoice

If you need to Edit or Add information to the invoice, you can do so by clicking the Link button in Senior Place and making edits within QuickBooks Online.

Edits made in QuickBooks Online will be reflected in Senior Place within a minute or two. See an example of this below:

Updated Amount to $2,000

Senior Place Reflected Updated Amount


Have more questions? Feel free to reach out to us at support@seniorplace.io!

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