Biller Genie is designed to work alongside the accounting software you're already using — most of the time, invoices are created in QuickBooks (or Xero) and sync into Biller Genie automatically. But Biller Genie can also create invoices directly when you don't have your accounting software handy or when you need to bill a one-off customer quickly. This article walks through both paths.
Where invoices come from
Biller Genie pulls invoices from two sources, and both end up in the same place:
- Created in your accounting software. QuickBooks Online, QuickBooks Desktop (via MagicCarpet), or Xero. New invoices sync into Biller Genie on the next sync, where they're sent, paid, and reconciled automatically.
- Created directly in Biller Genie. When you create an invoice in Biller Genie, it's synced back to your accounting software on the next sync as a sales receipt or journal entry. The invoice flows through both systems the same way as if you'd created it in QBO or QBD directly.
Either path produces the same result: an invoice that's tracked in both your accounting software and Biller Genie, and that goes out to the customer through Invoice Messenger.
Best practice — create invoices in your accounting software
For most merchants, creating invoices in your accounting software is the cleanest path. Your customer records, item catalog, tax rates, and accounts are all already there. Once Biller Genie is connected, every new invoice you create flows into Biller Genie automatically — no double entry, no opportunity to drift between systems.
QuickBooks Online: use "Save and close," not "Save and send"
In QBO, finish each invoice with Save and close. "Save and send" tells QBO to email the invoice itself, which creates a duplicate when Biller Genie syncs the invoice and also sends it. If you want QBO to handle a send, do it manually before the next Biller Genie sync — but most merchants find it easier to just always use Save and close and let Biller Genie do the sending.
Creating an invoice directly in Biller Genie
- In the Biller Genie merchant portal, click Invoices in the left nav.
- Click Create Invoice.
- Pick a customer. Start typing the customer's name; Biller Genie shows matches from your synced customer list. If the customer doesn't exist yet, click Create New Customer first — that customer will also sync back to your accounting software.
- Add line items. Start typing the item name; Biller Genie shows matches from your synced items. Set the quantity and amount per item.
- Set the invoice number, date, and due date. Biller Genie auto-suggests the next invoice number, but you can override it.
- Optional: Add a PO number, custom message, or memo. These flow through to the invoice the customer receives and back to your accounting software.
- Click Save to finalize the invoice. Biller Genie sends it to the customer through Invoice Messenger based on your Invoice Messenger settings.
Need to save a work-in-progress without sending yet? Use How to Create a Draft Invoice to save an invoice in Draft status — Biller Genie holds it without sending until you finalize it.
What gets shown on the invoice
The columns, footer text, template (Classic / Modern / Simple), and PDF formatting on the invoice come from your Invoice Defaults. The PDF includes a payment QR code (if enabled), your branding, and a one-click portal access link in the email body. Configure all of this once in Control Panel > Invoice Defaults and every invoice — whether created in Biller Genie or synced in from QBO/QBD — uses the same look.
When the invoice goes out
- Default: When you click Save, Invoice Messenger fires immediately — the customer gets the invoice within seconds.
- Override per send: Use the manual Send Invoice action to send to a different email, CC additional addresses, or send through paper mail in addition to email.
- Hold the send: Create as a draft (see How to Create a Draft Invoice) and finalize when you're ready.
Editing or voiding an invoice after it's sent
- Editing: Open the invoice and click Edit. Updates trigger an Invoice Updated message through Invoice Messenger so the customer knows the invoice has changed. The new amount applies to outstanding balance immediately.
- Voiding: If an invoice was created in error or needs to be canceled, void it from the invoice page. The void syncs back to your accounting software, and any reminders for that invoice stop firing.
- Refunding (if already paid): Use the Refund action — a refund record syncs to your accounting software and the customer's saved payment method is credited.
Frequently asked questions
Will an invoice I create in Biller Genie show up in QuickBooks?
Yes. On the next sync after you save the invoice, it flows into your accounting software as a sales receipt or journal entry (depending on your sync configuration). Your QuickBooks Online or QuickBooks Desktop sees the invoice the same as if you'd created it directly there.
Can I create an invoice for a customer who doesn't exist in Biller Genie yet?
Yes — when you click Create Invoice, you can create the customer inline. The new customer record syncs back to your accounting software on the next sync, so both systems end up with the same customer.
I made a mistake on an invoice I just sent. What's the best fix?
Edit the invoice if the mistake is small (a wrong line item amount, a typo in the memo). Biller Genie sends an Invoice Updated communication to the customer if you have that turned on. If the mistake is large (wrong customer, wrong invoice altogether), void the invoice and create a new one — voiding is cleaner than trying to massively rewrite an existing record.
Can I bulk-create invoices?
Biller Genie's strength is processing invoices created in your accounting software at scale — so the cleanest bulk path is to use your accounting software's bulk-invoice features and let Biller Genie handle the rest. For one-off Biller Genie-created bulk invoicing, reach out to SubscriberSuccess for guidance on the right approach for your volume.