Accounting Integration

AeroQuote integrates with leading accounting platforms to streamline your invoicing workflow. This guide will help you connect QuickBooks or Xero to generate invoices.

The accounting integration allows you to:

• Generate invoices directly from accepted quotes - No need to manually re-enter quote details

• Sync customer information - AeroQuote automatically finds or creates customers in your accounting system

• Customize invoice details - Edit invoice line items, dates, and other details before sending

• Maintain control - Invoices are only created when you explicitly choose to generate them

AeroQuote currently integrates with:

• QuickBooks Online - Popular accounting software for small to medium businesses

• Xero - Cloud-based accounting platform used worldwide

Only one accounting integration can be active at a time. If you need to switch between QuickBooks and Xero, you'll need to disconnect the current integration first.

How It Works

1. Connect Your Accounting Platform

Navigate to Settings → Integrations and connect your QuickBooks or Xero account. This establishes a secure connection between AeroQuote and your accounting system. Follow the setup guides below for your prefered accounting package.

Xero Integration SetupQuickbooks Integration Setup

2. Accept a Quote

When you or your customer accepts a quote in AeroQuote, the quote status changes to "Accepted" but no invoice is automatically created.

3. Generate Invoice (When You're Ready)

On the Quote Details page, click the "Generate Invoice" button. This creates a draft invoice in AeroQuote's database (not yet sent to your accounting system).

The draft invoice is pre-populated with:

• Customer information from your quote contacts

• Line items from your selected quote options

• Smart descriptions including quote code, aircraft, route, and dates

• Invoice and due dates

4. Send to Accounting System

When you're satisfied with the invoice details, click "Send to QuickBooks" or "Send to Xero". This creates the draft invoice in your accounting platform.

Once sent:

• Invoice status changes to "Sent"

• External invoice ID and number are stored

• You can view the invoice directly in your accounting system

• A "View in QuickBooks/Xero" button appears with a direct link