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Documentation Index

Fetch the complete documentation index at: https://docs.runsubstrate.com/llms.txt

Use this file to discover all available pages before exploring further.

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Invoicing & QuickBooks

Substrate supports two invoicing methods. Which one you see on a work order depends on whether QuickBooks is connected — the app shows the right buttons automatically.
MethodBest for
Substrate Invoice PDFShops not using QuickBooks
QuickBooks InvoiceShops using QB for accounting — keeps your books in sync automatically

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Method 1: Substrate Invoice PDF

No QuickBooks account required.
  1. Open the completed work order (must be in Work Order stage or later).
  2. Click Download to generate the Invoice PDF.
  3. Email or print the PDF and send it to your customer.
  4. Update the payment status on the work order manually as payment is received.
This method is fast and self-contained — everything stays in Substrate.

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Method 2: QuickBooks Invoice

Requires an active QuickBooks connection (see setup below).

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Requirements before invoicing via QB

  1. The work order must be in Work Order stage or later.
  2. Every line item must have a substrate assigned — the app will prompt you if any are missing.
  3. Your organization must have an active QuickBooks connection.

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Creating a QB Invoice

  1. Open the completed work order.
  2. Click Create QB Invoice.
  3. The invoice is created in QuickBooks and linked to the work order.
  4. A View Invoice PDF button appears — click it to preview or download the invoice.

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Updating a QB Invoice

If the work order changes after the invoice was created:
  1. Open the work order.
  2. Click Update QB Invoice.
  3. The existing QuickBooks invoice updates to reflect the current work order data.

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Setting Up QuickBooks

Admin or Super User role required.
  1. Go to Settings → QuickBooks tab.
  2. Click Connect to QuickBooks and complete the OAuth authorization flow.
  3. Once connected, select your Income Account from the dropdown.
  4. Click Save.
The tab shows your connection status. To remove the integration, click Disconnect — invoice buttons on work orders will switch to the Substrate PDF method immediately.

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Syncing Data with QuickBooks

Sync actionWhat it does
Sync CustomersPushes app customers to QB; pulls new QB customers into the app
Sync SubstratesPushes your substrate/product list to QB as service items
Syncs run in the background — a status message shows how many records were synced and flags any errors.

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If QB Authorization Expires

QuickBooks OAuth tokens expire periodically:
When authorization expires, invoice creation and sync will fail. Re-authorize before this happens to avoid disruption.
  1. Go to Settings → QuickBooks.
  2. Click Re-authorize and complete the QB login again.
  3. Resume invoicing normally.
Re-authorize before the token lapses to avoid invoice disruption.