Exporting invoices to your accounting system

Getting invoices from Projectworks into your accounting system is a simple process. Anyone with an access level that allows exporting invoices is able to perform this.

Projectworks is integrated with:

Xero
QuickBooks (online version only)
MYOB AccountRight (online version only)

The integration process is conceptually the same for each of the accounting systems.

To export an invoice

There is a specific setting on an access level to enable the option to export invoices. Talk to your Projectworks Administrator or support@projectworks.io for assistance with this.

Invoices that have the status of Finance Approved in Projectworks are available to be exported to your accounting system. Each invoice can only be exported once, so if previously exported the export option will no longer be available.

A single invoice can be exported from any of the screens that list invoices, simply click the three dots and select Export this invoice.

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Invoices can also be exported in bulk using the bulk action checkboxes. You may find it useful to group invoices by Organisation, Account Manager, Company, etc, to and bulk export in batches.

The Ready for Export screen lists all invoices that have the status of Finance Approved and haven’t been exported yet.

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Once exported

Invoices in your accounting system
Exported invoices will appear in Xero (as a draft), QuickBooks, and MYOB, ready for you to follow your normal financial process.
Invoice accounting system reference
The unique reference for the invoice in the accounting system will be stored on the Projectworks invoice under “More options…”. This reference allows invoice payments to be reconciled from the accounting system into Projectworks. Invoices with this reference cannot be exported again.
Company accounting system reference
This is the name the company corresponds to in the accounting system. For the first invoice exported for a particular company, the company details in Projectworks will be updated with the name of the corresponding entity (Xero Contact Reference, Xero Contact Reference, QuickBooks Reference). If populated, this is used to link future invoices to the applicable company
Reconciling payment
Users with permission to export invoices can also trigger the process to pull back the payment status of invoices from your accounting system. This can be done on any screen under “Invoices” by clicking on the “Reconcile invoices “ button. Reconciliation actions will be time stamped so you know how up to date everything is.

Troubleshooting

Export option is not available

There can be a number of reasons why there isn’t an option to export an invoice.

the user does not have necessary permissions to export the invoice
the invoice is not in Finance Approved Status
the invoice may have been exported previously

Projectworks is no longer integrated with the accounting system

Errors encountered whilst bulk exporting Invoices

In most instances these errors will be caused by accounting system Invoicing mapping errors. A Projectworks administrator will need to update the Invoicing mapping to enable successful export of invoices to the connected accounting system.

If an error is encountered when exporting an invoice, the error will be displayed. To redisplay the error:

Go to any of the screens where the invoices are displayed;
If the Exported column is not displayed, select “Exported” in the Hide/ show/ group filter;
Click on the “Export failed” hyperlink against the invoice that you would like to know the export failure reason for.

Error screen encountered when bulk exporting invoices

In the event that you encounter a server error when bulk exporting invoices, it is likely because the invoices exceed a certain size limit. Select a fewer number of invoices and try again.

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