How to export invoices and credits from Paragon to QuickBooks

How to export invoices and credits from Paragon to QuickBooks


So now that you've imported all the reference data that you need to get started (such as customers, vendors, and products), you are ready to start creating financial transactions in Paragon and have them be automatically exported to the QuickBooks company that is linked to Paragon.

Creating transactions in Paragon

You've shipped goods or delivered services to your client(s) so now you need to be paid for the work you've done or for the goods that you have sent out.  Paragon has many options for creating invoices easily and quickly from a number of other transactions (such as a quote, sales orders, and/or shipments). Once the invoice is created and set to an issued status, it will be sent over to your QuickBooks company automatically (as long as the automation for this integration has been activated). In the event that a credit note is required (mistakes happen - clients change their minds about their purchases, damaged goods can cause someone to request a refund, etc.), you can always create a credit in Paragon to suit the request. This can also be done from a variety of existing transactions, such as an invoice or even a return authorization (RMA).

Automating the export of invoices and credits to QuickBooks

You've created and issued your invoices and/or credits in Paragon. How do you ensure that they are transferred over to QuickBooks Online? Simple - activate the automated feature(s).  From anywhere in Paragon, navigate to the QuickBooks setup screen from the settings page.

Make sure that the option for Automatic Credit/Import Export is set to Yes. Once the automation is activated, any invoice or credit created in Paragon will be sent to QuickBooks in seconds.

Verifying QuickBooks information linked to your Paragon transactions

To confirm that a financial transaction in Paragon is in fact linked to a QuickBooks company - navigate to that invoice or credit and view the more tab. The related QuickBooks transaction ID and the QuickBooks Company Name will be filled. For this example, we will be using an invoice. 

Follow the same process to clarify your Credit transactions. Once issued, navigate to the more tab to see your QuickBooks ID.

You should now be able to see these transactions in QuickBooks Online under the Sales tab. Select the transaction you want and you will be directed to the summary. For this example we have chosen an invoice.

Checking the logs

To keep track of your exported transactions, you can view your logs by navigating to QuickBooks setup and hitting Log. From here, you will find your list of transactions along with their External Reference IDs and transmission dates.

Adding a tracking number

When you create invoices in Paragon to export to QuickBooks, you can add a tracking number in the attribute panel of the more tab.

Although there is no limit in Paragon, QuickBooks has a set limit of 31 characters per tracking number. Do not exceed this limit.

Manually export invoices and credits to QuickBooks

A great benefit of this feature is that if something went wrong while exporting a completed transaction to QuickBooks that came in through Amazon or Shopify, you can now correct the issue and then resend the transaction. To manually export an invoice or credit to QuickBooks, hit the action list button and hit the QuickBooks export button:

If the status of your transaction would not allow it to be sent, you will be notified and prompted to either issue or complete the transaction before trying to export it again.

What's next?

Now that you are well versed in exporting invoices and credits from Paragon to QuickBooks Online, there may be other integration options that would be interesting to you - here are a few: