Export your invoice to Clearbooks

With Okappy, you can easily export your invoices to external accounting packages such as Sage Line 50, Xero, Kashflow, QuickBooks and Clearbooks.

Check out our step-by-step guide showing how you can easily raise an invoices once you job is complete and then export your invoice to Clearbooks ( ).

1) Raise your invoice

Once your job is complete, click the more options ( ) icon next to the relevant job id then click Raise invoice.

In this example the Job ID is 11090.

The following pop up box will appear.

Simply fill in the following details

Invoice amount. The invoice amount can be broken down into labour, materials and other costs if required.
Description. The description will be populated automatically from any information your engineers have entered on-site. However, you can overwrite this information or add further information if required. This information will appear on the face of the invoice.
Customer reference. This is pre-populated from the Job ID.

Once all the fields are complete, press the orange Raise invoice button.

2) Check your settings

Ensure you have Clearbooks configured by going to the Invoice screen, clicking on More then Application settings.

Click on the Clearbooks ( ) icon.

This will ensure the export file is in the correct format for Clearbooks Accounts (csv format). Then click Update defaults.

3) Export your invoices from Okappy

Now click Export to Clearbooks from the same popup menu.

This will create your invoices file which will be saved down to your default downloads folder on your computer.

At this stage, you can open the file if you want to make any changes or leave the export file as is.

Note: If you do not have any invoices to export, the option to export invoices will not be available in the pop up box.

4) Open Clearbooks Accounts

Open Clearbooks.

Then go to

Tools,
Import, and then
Sales Invoices.

5) Click the Choose file button to upload the CSV file

Click the Choose file button and select the file you wish to upload then click Upload.

Check the data to ensure that the account mappings are correct then click Import all.

Note: If there are any errors or unmatched data, you won’t be able to import that line into Clearbooks until the issue has been resolved.

6) Go to Sales then Invoices

Once the file has been imported successfully, go to Sales then Invoices.

You should be able to see the invoices you’ve uploaded along with the invoice details.

Note: The invoice ID is the same ID as used in the Okappy Job Management System. You can also reference the Job ID from Clearbooks to Okappy or vice versa.