What is Invoice with Google Calendar? (formerly known as Bill My Time from Google Calendar)

Invoice with Google Calendar (formerly known as Bill My Time from Google Calendar) is a link between QuickBooks Online and Google Calendar to easily import calendar events to your invoices and bill for your work.

Warning: Accountants still do not have access to the "Apps" section while in a QuickBooks Online company.

NOTE: App is currently in beta testing.
Canada only - this app is currently only available in English

How to sign-up to use the app:

Sign-up within QuickBooks Online account

  1. Sign in to your QuickBooks Online account
  2. Select the Apps tab on the Left Navigation bar
  3. Search for Invoice with Google Calendar
  4. Select the app
  5. Select the Opt-in Now button
  6. Depending on your region, the sign-up flow will differ:
  • (US Only): You will then be asked to select the QuickBooks Online company you wish to connect to
  • You will be taken to the beta form to sign-up to be part of the beta testing of the app
  • (AU, CA, & UK Only): You will then be asked to select the QuickBooks Online company you wish to connect to

Sign-up through the App Center:

  1. Go to the Apps Center (apps.intuit.com)
  2. Search for Invoice with Google Calendar
  3. Select the app
  4. Select the Opt-in Now button
  5. Depending on your region, the sign-up flow will differ:
  • (US Only): You will be taken to the beta form to sign-up to be part of the beta testing of the app
  • (AU, CA, & UK Only): You will then be asked to sign-in and select the QuickBooks Online company you wish to connect to
Once it is connected, Google Calendar app will ask what default service item you would like to use when applying the recorded time form Google Calendar onto an invoice. This can always be changed later by following the steps below:
  1. Sign in to your QuickBooks Online account
  2. Select the Apps tab on the Left Navigation bar
  3. Select My apps tab at the top of the screen
  4. Locate the Invoice with Google Calendar app card
  5. Select Settings (it will open the app center in a separate tab)
  6. Under the "Default service item and rate" section, select Change
  7. With the dropdown, select the desired service item (the price rate is associated with the item and will need to be changed in the Products and Services list within QuickBooks)
  8. Select Save
 
We currently have two versions of this app.

What is the difference between the two versions of Invoice with Google Calendar?

  • Version 1 (V1) of Invoice with Google Calendar requires special tagging in order to be synced
  • Version 2 (V2) of Invoice with Google Calendar does not require special tagging in order to be synced​

Making the most of your schedule:

V1 of Invoice with Google Calendar

There are a lot of ways to quickly integrate information from the calendar into time sheets. Below is a simple breakdown of what information will integrate and how it will look in QuickBooks Online.
Google Calendar content Shortcuts in calendar Where it shows in QuickBooks
Event title Event Name 1st section to display in Description field
  +"customer name" Auto fills the Customer Name
  +$"hourly rate" Auto fills the Rate (billable rate)
Where   2nd section to display in Description field
Description   3rd section to display in Description field
Guest   Auto fills Customer Name
Time and Date   Auto fills timesheet with hours worked and on what day
 

Example of a Calendar Event Title:

Consultation +Chris Redfield +$150
(Description +Customer name +hourly rate)
 

V2 of Invoice with Google Calendar

No need for special tagging. All events will be available for selection within the new Invoice screen.
 

Tracking time in QuickBooks Online:

V1 of Invoice with Google Calendar

  • V1 will create Time Sheets within QuickBooks allowing you to simply manage your billable time in one place
  • Once you've created an event in your Google Calendar, you can add/create additional events in QuickBooks Online under the "Single time activity" or "Weekly Timesheet." (NOTE: Events created in QuickBooks will not sync back to your Google Calendar)
To enter additional data on a Weekly Timesheet:
  1. Sign in to your QuickBooks Online account
  2. Select the Create Menu "+" in the top bar
  3. Select Weekly timesheet (under the Employees section)
  4. Select the name "QuickBooks Google calendar sync" (from the vendor name field)
  5. Select your desired work week
  6. All data from Google Calendar should automatically populate
  7. Add any additional information necessary
  8. Confirm the information is accurate and Save the timesheet

V2 of Invoice with Google Calendar

  • V2 will NOT create Time Sheets within QuickBooks
  • Events will NOT be assigned to Customers
  • Events created in Google Calendar will be available to add to any invoice without creating a "billable" event within QuickBooks


Invoicing your customers:

V1 of Invoice with Google Calendar

Once your time data has been entered, you can create invoices for your specific customers which QuickBooks will automatically prompt that there are billable hours to be invoiced.
 
To add Billable Time from Google Calendar to an invoice:
  1. Sign in to your QuickBooks Online account
  2. Select the Create Menu "+" in the top bar
  3. Select Invoice (under the Customer section)
  4. Select the desired Customer name (from the customer name field)
  5. If unbilled time has been assigned to the selected customer, a drawer will appear on the right-hand side of the screen with each billable time event from your Google Calendar that was assigned to the customer selected
  6. Select Add on each billable time event to apply to the invoice
*Events will be applied to the invoice with the specific service item that you selected as your default item in the sync setup. You can change the product/service item on the invoice, but it will remove the Description field. (Be sure to copy the existing description before changing the item, if you want to keep the same description.)

V2 of Invoice with Google Calendar

Once your events have been entered into Google Calendar, you can create invoices for your customers as each event will be available on any invoice you create.
 
To add Google Calendar events to an invoice:
  1. Sign in to your QuickBooks Online account
  2. Select the Create Menu "+" in the top bar
  3. Select Invoice (under the Customer section)
  4. Select the Google Calendar icon located under the line items on the Invoice screen
  5. The Google Calendar events drawer will appear on the right-hand side of the screen
  6. In the drawer, you are able to search based on Date Range, Calendar, and Text
  7. Once you locate the desired event(s), select each and select Add to invoice