Intuit developed the Invoice with Google Calendar app to allow users to add Google Calendar events and descriptions to their QuickBooks Invoices. This means you can prepare and send invoices quicker and get paid sooner.

Suppose you use QuickBooks for your accounting and invoicing, and you use Google Calendar to schedule meetings and track everything you do.

In that case, you should like Invoice with Google Calendar. The app lets you just select the Google Calendar events you want to add to a QuickBooks Invoice. Those events are then inserted along with their descriptions and hours.

It really couldn’t be any easier. With just a few clicks, your invoice is populated with your events from Google Calendar and are ready to send.

Setting up Invoice for Google Calendar

If you are ready to start using Invoice for Google Calendar, here’s how to get started:

  1. Log in to the Intuit App Center
  2. Open the Invoice with Google Calendar app landing page
  3. Select, Get App Now to begin the connection process
  4. Follow the prompts to complete the sign-up process

Once connected, the Google Calendar app will ask you to select how you prefer to apply any recorded time from Google Calendar to your QuickBooks Invoice. Next, follow these steps to modify your settings:

  1. Go to Apps
  2. Select My Apps
  3. Locate the Invoice with Google Calendar app card, then choose Settings from the drop-down to open the Intuit App Center
  4. Select Change in the Default Service Item and Rate section
  5. Choose the desired service item from the drop-down (price rate is associated with the item and will need to be changed in the Products and Services list within QuickBooks Online)
  6. Select Save and close

There are two different versions of Invoice with Google Calendar. Version 1 (V1) creates timesheets within QBO, which allow you to manage billable time and assign events to Customers.

While Version 2 (V2) does not create timesheets within QBO and will not assign events to Customers, it allows users to post any Google Calendar event to any QuickBooks Invoice. 

Creating QuickBooks Invoices using the Google Calendar app

Once you have set up Invoice for Google Calendar and you have been using it to record your events, you can create Invoices within QuickBooks based on those events. To add Google Calendar events to a QuickBooks Invoice, follow these steps within QuickBooks:

  1. Select + New
  2. Choose Invoice
  3. Under the line items, pick the Google Calendar icon; a Google Calendar drawer will appear on the right side of your screen
  4. Search for events in the Google Calendar drawer using Date Range, Calendar, and Text
  5. Pick the desired event, then choose Add to invoice

As I mentioned in my article on Choosing an Invoicing App, I consider Invoice with Google Calendar a prime example of an Invoicing Assistant app because it primarily exists to import data into QuickBooks, which makes the task of importing your customers/clients easier or speedier.

If you want more information about Invoice with Google Calendar for QuickBooks, head over to the app landing page in the Intuit QuickBooks Online App Center.


Portions of this feature, including graphical artwork contained therein, have been adapted from Intuit content including materials regarding ‘Invoice with Google Calendar’ contained in the app landing page at the Intuit QuickBooks Online App Center, as well as related information within QuickBooks Online Help articles. Adapted source materials within this feature by Insightful Accountant is furnished for educational purposes only.

As used herein, QuickBooks and QuickBooks Online (QBO) refer to one or more registered trademarks of Intuit Inc., a publicly-traded corporation headquartered in Mountain View, California.

Any other trade names used herein refer to products which may be registered or trademarked, or otherwise held by, their respective owners; they are referenced for informational and educational purposes only.

This is an editorial feature, not sponsored content. None of the vendors within this article have paid Insightful Accountant or the author any form of remuneration to be included within this feature. The article is provided solely for informational and educational purposes.

The publication of this article, nor inclusion of this product within the related series, does not represent any endorsement by either the author or Insightful Accountant.

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April 7, 2022

12:15 AM

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