Automate Quickbooks Workflows with Multiple Company Files

Managing bills across multiple QuickBooks company files can be a tedious process, especially when dealing with PDF invoices. Caret’s new integration with QuickBooks Billing simplifies this workflow, allowing you to parse PDF invoices and automatically create corresponding bills in the correct company file. Let’s dive into how this works.

The Challenge: Managing Multiple Company Files

Imagine you’re handling invoices for two companies: Sandbox Company 1 and Sandbox Company 2. You receive PDF bills from vendors like BrightWave Advertising and PixelPulse Media, each billing to a different company. The goal is to automate the process of identifying the correct company file and creating bills in QuickBooks based on the parsed invoice data.

The Solution: Caret’s PDF Parsing Workflow

Caret’s workflow makes this process seamless. Here’s how it works:

1. PDF Parsing: Upload a PDF invoice to the workflow. Caret extracts key details such as vendor name, line items, and amounts.
2. Company File Identification: Using the parsed data, Caret determines which QuickBooks company file the bill belongs to.
3. Vendor and Account Matching: Caret looks up or creates the vendor in QuickBooks and identifies the appropriate account for filing the bill.
4. Bill Creation: Once all data is collected, Caret creates the bill in the correct QuickBooks company file.

Step-by-Step Example

BrightWave Advertising Invoice (Sandbox Company 1)

1. Upload the BrightWave Advertising PDF to the workflow.
2. Caret extracts data, identifies Sandbox Company 1, and retrieves the Realm ID.
3. The workflow matches the vendor, categorizes line items (e.g., monthly retainer fee, creative design services), and creates the bill.
4. In QuickBooks, the bill appears under Sandbox Company 1 with all details appropriately categorized.

PixelPulse Media Invoice (Sandbox Company 2)

1. Upload the PixelPulse Media PDF to the workflow.
2. Caret extracts data, identifies Sandbox Company 2, and retrieves the Realm ID.
3. The workflow matches the vendor, categorizes line items, and creates the bill.
4. In QuickBooks, the bill appears under Sandbox Company 2 with all details accurately filed.

Why Use Caret for QuickBooks Billing?

• Time Savings: Automate repetitive tasks like parsing invoices and creating bills.
• Accuracy: Ensure bills are filed in the correct company file with properly categorized line items.
• Scalability: Handle multiple invoices and company files effortlessly.

Caret’s QuickBooks integration is a game-changer for businesses managing complex billing workflows. Ready to simplify your process? Try it today and experience the efficiency firsthand!