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.

Read more about setting up the integration with you accounting system →

To export an invoice

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

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.

Read more about bulk actioning →

Once exported

• Invoices in your accounting system
  Exported invoices will appear in Xero, QuickBooks, and MYOB, ready for you to follow your normal financial process. 

  • Please note: Invoices exported to Xero will be exported as as “Draft”, “Submitted” or “Approved” dependent on the Default Xero Invoice Status set up in the Integration > Accounting Invoice mappings Read more about Default Xero Invoice Status →

• 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 (read more about access to export to Xero → ) 

• the invoice is not in Finance Approved Status

• the invoice may have been exported previously

• Projectworks is no longer integrated with the accounting system

Read more about how to integrate to an 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.

Read more about how to integrate and map to an accounting system →

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.