Take the heavy lifting out of generating invoices when you win new business by creating them directly from Nutshell.
Quickbooks Online customers can easily add invoices without any data entry! Note: this integration works with the US version of QuickBooks.
The QuickBooks integration is included with every Nutshell plan. All you need is a QuickBooks Online account. If you want to create and send Nutshell invoices to QuickBooks, you'll also need Proposals & Invoices — without it, you can still import customers from QuickBooks and send products to QuickBooks, but you won't have Nutshell invoices to send.
There are a few ways to send an invoice to QuickBooks, depending on where you're working from.
1: Quick send from the lead
Use the three dot menu in top right on a lead page and choose "Send invoice to QuickBooks".
2. From the invoice itself
Open the invoice, click the three-dot menu, and choose Prepare for QuickBooks. Note, the invoice needs to first be 'Marked as ready'.
3. From the Sales documents widget
On the lead page, find the invoice under the Invoices tab in the Sales documents widget, click the three-dot menu next to it, and choose Prepare for QuickBooks — no need to open the full invoice first.
If this is your first time, you'll be prompted to sign in to your QuickBooks account.
Simply, follow the prompts to sign in.
All three paths open a Prepare for QuickBooks dialog so you can review and confirm the invoice's details before sending. You'll see a green check next to Customer and Products once each is linked to QuickBooks — if either needs attention, click Update to fix it before continuing.
When everything looks right, click Send to QuickBooks. The invoice will appear in your QuickBooks account.
If your Nutshell invoice includes taxes or other fees, QuickBooks shows them as a single line item called "Nutshell Other Charges," with the breakdown listed in the Description column.
Click on the draft to make any other customizations to the invoice, and when you're ready, send it!
Send it while marking the invoice ready
If you'd rather send it in one step while finishing up the invoice:
On a Draft invoice, click Mark as ready.
In the Mark invoice as ready dialog, turn on Create new invoice in QuickBooks toggle. This is off by default — you can leave it off and send the invoice to QuickBooks later using any of the three options above instead.
Click Mark as ready to finish. Nutshell marks the invoice ready and creates the QuickBooks invoice in the same step.
Finding the QuickBooks record
Once an invoice is linked, a View in QuickBooks link appears right on the invoice itself, alongside the date it was marked ready. Simply click on this link if you'd like to view the invoice in QuickBooks.
Send your product catalog to QuickBooks
Before your first invoice, it's worth syncing your product catalog so invoice line items match cleanly:
Go to Sales > Products.
Click Export > Send to QuickBooks in the top right.
Administrators can send up to 5,000 active products in one run. If you have more than 250, the export runs in the background so you can keep working, and Nutshell notifies you when it's finished. Products that already exist in QuickBooks are skipped, not overwritten, so it's safe to run this more than once. The Synced to QuickBooks column shows you when each product last connected.
Product export is a manual step — later changes in either system won't automatically sync to the other side. Run the export again whenever you want to push updates.
How payment status comes back to Nutshell
Once an invoice is linked to QuickBooks, Nutshell checks it periodically. When the linked invoice is fully paid in QuickBooks:
The Nutshell invoice is marked Paid, along with the payment source.
The lead assignee gets an in-app notification and an email.
The update is logged on the lead's timeline.
Partial payments don't change the Nutshell invoice status — only a fully settled QuickBooks invoice does.
FAQs
What fields will Nutshell send to Quickbooks?
Customer name
Email address
Address
Product name
Product quantity
Price per unit
Total amount
Discounts and overall invoice charges or credits
Do I need Proposals & Invoices to use this integration?
Only if you want to send Nutshell invoices to QuickBooks. Importing customers from QuickBooks and sending products to QuickBooks don't require it.
What if a product or customer isn't ready to send?
The Prepare for QuickBooks screen tells you exactly what's missing — click Update next to the flagged item to fix it, then try again.
Will I know when the invoice is paid?
Yes. Nutshell checks linked invoices periodically and marks the invoice Paid, notifies the assignee, and logs it on the lead's timeline once QuickBooks shows it as fully settled.