How Provider Invoices Work
Before reviewing this page be sure to review https://gridcheck.net/first-time-connecting-gk-with-qbo for guidance on initial setup of QBO.
When the provider sends in their invoice it still comes over to you by email and the provider gets their email copy as well.
What is different is that the invoice becomes viewable in Gridcheck through the billing menu:
This sample organization uses “service provider” as the label instead of Int/Svc Prov” or whatever your label for your provider is.
Any provider that has an invoice that has not been processed (sent over to Quickbooks Online) will reside in this list.
Clicking the Search Now button will bring up their invoices
If the invoice is acceptable, you “Send this Invoice” over to QBO
All of the data comes over and is included on the provider’s invoice on the QBO side. The same information that appears on their invoice:
There is no need to attach a PDF of the invoice to the same invoice because all of the details are there on the invoice.
This is super nice because you can later search by session number to verify, when necessary, that a certain session has been both billed to your customer, and billed by your provider using the search tool in QBO. Very handy.
Note: When the invoices for interpreters come over, they retain the date they were originally submitted, so if you are sorting by the master list, something recently sent over may not always populate at the top of the list.
Turning On ACH or CC Payments
This video is applicable if you use Quickbooks as the processor of your ACH or CC payments from your customers.
(You can now have those ACH and CC payment settings be checked on by default when invoices come over from Gridcheck)
If customer linkages between GK and QBO get broken
After a successful transmission of an invoice is made between a GK customer record to the corresponding QBO customer record there is a linkage created between that specific GK record and that specific QBO record that corresponds with it. If you happen to tell GK to start processing invoices through a different customer record in GK, by establishing, say, a Parent customer record, and send things through a parent over to QBO, it is not going to find the correct record on the QBO side.
To resolve such a case the choices are:
1. Go back to the original parent, where the linkage works, and just change the labels of that record to suit your taste. or ..
2. We ask the engineers behind the scenes to break the previous linkage, make sure the names match precisely between GK and QBO, and try again through the new parent. After the new parent is linked successfully to QBO, then you can add back in the additional label of (Parent) that you want to live on that GK record. To accomplish this please fill out this form: https://gridcheck.net/gk-qbo-neuralyzer-form
Character Limitation (100)
QBO has set a limit of 100 characters for the email address field used to send customer invoices (Billing Tab). You may insert multiple email addresses, separated by a comma, but all together, they cannot exceed 100 characters.
Customer Batch Limitations
When sending over a batch of items for a single invoice, the limitation is approximately 50 sessions per single invoice.
When sending over a batch where you are asking the system to create a separate invoice per session, the limitation is approximately 15 sessions per send.
These limitations are not set in stone. It depends on the amount of data per session but this is a general guideline.