If you run an MSP, you probably have some version of this problem: your techs complete a visit, jot notes on a legal pad or text you what they did, and then someone — usually you or an admin — manually creates an invoice in QuickBooks at the end of the day. Or the end of the week. Or whenever you get around to it.
That gap between "work done" and "invoice sent" is costing you money in three ways:
- Forgotten billable time — visits that never get invoiced at all
- Underbilled visits — time reconstructed from memory is always shorter than actual time
- Slow cash flow — the longer you wait to invoice, the longer you wait to get paid
The fix is straightforward: connect your field time tracking directly to QuickBooks so that invoicing happens as part of clocking out, not as a separate administrative task hours or days later.
The Old MSP Invoicing Workflow
Most MSPs run some version of this process:
- Tech completes site visit
- Tech texts or emails notes to the office
- Office manually creates invoice in QuickBooks
- Invoice reviewed, corrected, and sent
- Client pays (eventually)
The problem: Steps 2 and 3 have a gap of hours or days. Information gets lost, visits get forgotten, and billable time gets reconstructed from incomplete notes. A 5-tech MSP doing 20 visits a week loses an average of 2–4 unbilled hours per week to this process.
The Modern Workflow — Clock Out to QB in One Click
Here's how it works with FieldSentry connected to QuickBooks Online:
Tech clocks in on arrival
Opens FieldSentry PWA on their phone, selects the client, taps Clock In. Timer starts. No paperwork.
Work is documented during the visit
Timestamped notes, photos, and services tapped from the price book — all attached to the visit in real time.
Tech clocks out with a summary
Adds a brief work summary, confirms clock out. Time is auto-calculated and rounded up to the next 15 minutes. Line items are created automatically.
Admin reviews in the office
The visit appears in the back office immediately. Admin can review notes, photos, and line items, make any edits, and add services from the price book.
One click to QuickBooks
Click "Push Invoice to QuickBooks." FieldSentry finds or creates the customer in QB, creates the invoice with all line items and the work memo, and returns the QB invoice number and a direct link. Done.
What Gets Pushed to QuickBooks
When FieldSentry creates an invoice in QuickBooks Online, it includes:
- The correct QB customer (looked up or created automatically)
- All invoice line items with description, quantity, and rate
- The work summary as a customer memo
- The visit date
Nothing needs to be re-entered. The invoice in QuickBooks is ready to send the moment you push it.
The Price Book — The Key to Fast, Accurate Invoices
The reason FieldSentry invoices are accurate without any typing is the price book. Before your first visit, you set up your standard service items once:
- On-Site Labor — $125/hr
- Firewall Configuration — $350/ea
- VoIP Phone Setup — $85/ea
- Network Drop Installation — $175/ea
- After Hours Labor — $187.50/hr
During the visit, your tech taps the services they performed. Each tap adds a line item to the invoice. By the time they clock out, the invoice is already built — no reconstruction required.
Connecting FieldSentry to QuickBooks Online
The connection takes under 2 minutes:
- Go to your FieldSentry Settings page
- Click "Connect QuickBooks Online"
- Sign in to your Intuit account and authorize FieldSentry
- Done — the connection is live
FieldSentry uses QuickBooks' official OAuth 2.0 API. Your QB credentials are never stored in FieldSentry — the connection is authorized directly through Intuit.
Ready to stop double-entering invoices?
Connect FieldSentry to QuickBooks Online and push your first invoice today. 14-day free trial, no credit card required.
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