1. Billing Process
Frank offers two alternatives for invoicing when integrated with QB:
Option 1: Invoice from Frank
Option 2: Invoice from QB
Description
Frank generates invoices and QuickBooks copies them automatically.
If an invoice is modified, both platforms will automatically update the changes.
IEither Frank or Quickbooks can send invoices.
Invoices are created in QuickBooks, and then automatically synced to Frank.
Frank requires the creation of a Bill Order and your invoice needs to reference this Bill Order to assign it to a project.
If an invoice is modified, the changes will be updated automatically in both platforms.
Invoices created in
Frank
Quickbooks
Payments created in
Quickbooks
Quickbooks
Recommended for
Companies who don't need an external accountant for invoicing because the process is entirely completed in Frank.
Companies where an external accountant creates te invoice, who doesn’t want to access Frank to generate them.
Country regulations require advanced tax management.
3.1. Invoices
Alternative 1: Invoice from Frank
In this procedure Invoices will be generated in Frank (could be from a Bill Order or not), and they will be automatically generated in QB.
Frank lets you generate the invoice’s PDF and send it to the client.
If you modify the invoice in QuickBooks, Frank automatically updates the invoice.
The Invoice generation process would be:
- Create a Bill Order (optional)
The PM creates a Bill Order in Frank with the details to be billed. This step is optional, Invoice doesn’t need a Bill Order, but it's recommended to keep track of billed hours.
- Create Invoice in Frank
The invoice can be created from scratch or from the Bill Order. If you don't use a BO, you must add the invoices items manually.
Each item must have a valid Product/Service (this means that needs to be synced with QB)
- Synchronization
Once the invoice is confirmed, a log is generated in the transaction queue for copying it to QB.
When transaction is executed, Invoice is copied to QB.
- Updates
If the Invoice is modified, either on Frank or QB, it will be updated in both platforms. This update never merges, it always replaces and always will remain the last update in both softwares.
- Send Invoice to Client
The Invoice can be sent from QB or Frank, depending on the company’s preferences.
Considerations:
- If you generate an invoice through a Bill Order, Frank sends the items contained in the Bill Order to the Invoice. You could also modify these items in the Invoice.
- Each item must have a Product/Service associated to relate it with QB (this is a requirement from QB, due to that every item in QB define the account to where it goes, and if taxes apply or not).
Alternative 2: Invoice from QB
This option was conceived for those companies in which the Invoice is created by an external accountant, who doesn’t need to access Frank to generate the invoices.
This process would be:
- Create a Bill Order (compulsory)
The PM generates a Bill Order in Frank. When BO is confirmed, the accountant (or the one in charge of invoicing) receives an email notification through email with detailed data for generate the invoice.
- Create the Invoice in QB
The accountant generates the Invoice in QB with the Bill Order information, and must specify in QB (in a customizable field) the Bill Order code. This is crutial, because if Frank cannot find the BO the invoice won’t be synchronized.
- Synchronization
QB will notify Frank that an Invoice has been created.
Then Frank will search for the invoice recently created in QB and generate a transaction in the queue (only if the Bill Order code field is completed in QB).
If the bill order is correct (Frank will check for inconsistencies), an Invoice is created in Frank associated to the BO specified in QB.
- Updates
If the Invoice is modified, either on Frank or QB, it will be updated in both platforms. This update never merges, it always replaces and will always remain the last update on both platforms.
- Send Inovice to Client
The Invoice can be sent from QB or Frank, depending on the company’s preferences.
Considerations:
- A custom field (Bill Order) must be added to your Quicbooks settings
- If Frank cannot find the BO the invoice won’t be synchronized.
- If Quickbook's Client Invoice doesn't match Frank Bill Order, the invoice won't be synchronized.
Invoice Numbering
When Quickbooks integration is enabled, you have to define how the invoice numbering.
Frank has 3 alternatives to manage invoice numbering:
1.
Frank Manual
When this option is selected, the invoice number must be set manually on Frank on the invoice form. This number will override any QB input on this field.
2.
Frank Automatic
The invoice number is automatically created in Frank according to the preferred format defined in your Company Settings, and will override any QB input on this field.
3.
Quickbooks
The invoice number is defined in the QB invoice form.
You can set this option in your company settings: MY COMPANY > GLOBAL SETTINGS
Generate Invoice PDF in Frank
Frank allows you to create a PDF with the Invoice, with a standard company branded template. You can use it to send the invoice to your clients.
The invoice PDF is created with a standard template, but it doesn’t automatically associate to the "Send Invoice" action. It is necessary to download the file and attach it in the files section. This allows the user to use the Frank Invoice or the one designed in QB.
Updates and modifications on Invoices
Everytime an invoice is modified in Frank or in QB, an update transaction will be created on the Transactions queue to synchronize changes.
This update never merges, it always replaces information. Always will remain the information in the latest transaction of the queue.
3.2. Payments
In order to facilitate the funds management, when integration is enabled Payments must be loaded in QB. The option of loading Payments in Frank will be disabled.
When a Payment is entered in QB, it will be synced to Frank and applied to the same invoice you used in QB.
3.3. Taxes
Frank has the option to add one item of taxes to the Invoice, that will be added to the total amount.
As Quickbooks manages taxes per invoice item, the tax field in Frank's invoice will represent the sum of all taxes.
If Frank is not integrated to QB, the value of the tax is editable. Otherwise, it must be specified in QB and then Frank imports it.
Frank offers two alternatives for invoicing when integrated with QB:
Option 1: Invoice from Frank | Option 2: Invoice from QB | |
Description |
Frank generates invoices and QuickBooks copies them automatically. If an invoice is modified, both platforms will automatically update the changes. IEither Frank or Quickbooks can send invoices. |
Invoices are created in QuickBooks, and then automatically synced to Frank. Frank requires the creation of a Bill Order and your invoice needs to reference this Bill Order to assign it to a project. If an invoice is modified, the changes will be updated automatically in both platforms. |
Invoices created in | Frank | Quickbooks |
Payments created in | Quickbooks | Quickbooks |
Recommended for |
Companies who don't need an external accountant for invoicing because the process is entirely completed in Frank. |
Companies where an external accountant creates te invoice, who doesn’t want to access Frank to generate them. Country regulations require advanced tax management. |
Alternative 1: Invoice from Frank
In this procedure Invoices will be generated in Frank (could be from a Bill Order or not), and they will be automatically generated in QB.
Frank lets you generate the invoice’s PDF and send it to the client.
If you modify the invoice in QuickBooks, Frank automatically updates the invoice.
The Invoice generation process would be:- Create a Bill Order (optional)
The PM creates a Bill Order in Frank with the details to be billed. This step is optional, Invoice doesn’t need a Bill Order, but it's recommended to keep track of billed hours. - Create Invoice in Frank
The invoice can be created from scratch or from the Bill Order. If you don't use a BO, you must add the invoices items manually.
Each item must have a valid Product/Service (this means that needs to be synced with QB) - Synchronization
Once the invoice is confirmed, a log is generated in the transaction queue for copying it to QB.
When transaction is executed, Invoice is copied to QB. - Updates
If the Invoice is modified, either on Frank or QB, it will be updated in both platforms. This update never merges, it always replaces and always will remain the last update in both softwares. - Send Invoice to Client
The Invoice can be sent from QB or Frank, depending on the company’s preferences.
- If you generate an invoice through a Bill Order, Frank sends the items contained in the Bill Order to the Invoice. You could also modify these items in the Invoice.
- Each item must have a Product/Service associated to relate it with QB (this is a requirement from QB, due to that every item in QB define the account to where it goes, and if taxes apply or not).
Alternative 2: Invoice from QB
This option was conceived for those companies in which the Invoice is created by an external accountant, who doesn’t need to access Frank to generate the invoices.
This process would be:
- Create a Bill Order (compulsory)
The PM generates a Bill Order in Frank. When BO is confirmed, the accountant (or the one in charge of invoicing) receives an email notification through email with detailed data for generate the invoice. - Create the Invoice in QB
The accountant generates the Invoice in QB with the Bill Order information, and must specify in QB (in a customizable field) the Bill Order code. This is crutial, because if Frank cannot find the BO the invoice won’t be synchronized. - Synchronization
QB will notify Frank that an Invoice has been created.
Then Frank will search for the invoice recently created in QB and generate a transaction in the queue (only if the Bill Order code field is completed in QB).
If the bill order is correct (Frank will check for inconsistencies), an Invoice is created in Frank associated to the BO specified in QB. - Updates
If the Invoice is modified, either on Frank or QB, it will be updated in both platforms. This update never merges, it always replaces and will always remain the last update on both platforms. - Send Inovice to Client
The Invoice can be sent from QB or Frank, depending on the company’s preferences.
- A custom field (Bill Order) must be added to your Quicbooks settings
- If Frank cannot find the BO the invoice won’t be synchronized.
- If Quickbook's Client Invoice doesn't match Frank Bill Order, the invoice won't be synchronized.
Invoice Numbering
When Quickbooks integration is enabled, you have to define how the invoice numbering.
Frank has 3 alternatives to manage invoice numbering:
1. | Frank Manual | When this option is selected, the invoice number must be set manually on Frank on the invoice form. This number will override any QB input on this field. |
2. | Frank Automatic | The invoice number is automatically created in Frank according to the preferred format defined in your Company Settings, and will override any QB input on this field. |
3. | Quickbooks | The invoice number is defined in the QB invoice form. |
You can set this option in your company settings: MY COMPANY > GLOBAL SETTINGS
Generate Invoice PDF in Frank
Frank allows you to create a PDF with the Invoice, with a standard company branded template. You can use it to send the invoice to your clients.
Updates and modifications on Invoices
Everytime an invoice is modified in Frank or in QB, an update transaction will be created on the Transactions queue to synchronize changes.
In order to facilitate the funds management, when integration is enabled Payments must be loaded in QB. The option of loading Payments in Frank will be disabled.
When a Payment is entered in QB, it will be synced to Frank and applied to the same invoice you used in QB.
Frank has the option to add one item of taxes to the Invoice, that will be added to the total amount.
As Quickbooks manages taxes per invoice item, the tax field in Frank's invoice will represent the sum of all taxes.
If Frank is not integrated to QB, the value of the tax is editable. Otherwise, it must be specified in QB and then Frank imports it.