Setup Guide

Getting Started & Setup Guide

Follow this sequence from installation through validated Live Invoicing.

Setup sequence

  1. Install Ship2Invoice from the approved package.
  2. Launch Ship2Invoice and begin Initial Setup.
  3. Run the System Check.
  4. Complete the applicable license activation step.
  5. Open and connect the intended QuickBooks company.
  6. Authorize Ship2Invoice as a QuickBooks integrated application.
  7. Confirm or create the appropriate Company Profile.
  8. Confirm the workflow configuration.
  9. Configure Shipping Methods.
  10. Configure Invoice Rules.
  11. Configure Customer Rules and exclusions.
  12. Configure the Automation Schedule.
  13. Diagnose a representative Sales Order.
  14. Run in Observe Only and compare results with the actual process.
  15. Review a representative Invoice Preview or Validation Result.
  16. Perform one controlled Live invoice test.
  17. Review the created QuickBooks invoice and Ship2Invoice run report.
  18. Enable normal scheduled Live Invoicing after validation is complete.

Installation

Use only the approved Ship2Invoice installation package supplied or authorized by A Simple Solution.

Ship2Invoice and QuickBooks should not be run as Administrator during normal operation.

Complete any applicable EULA acceptance presented during the download, installation or initial-use process.

System Check

Run System Check before relying on Live Invoicing. Resolve any blocking environment or configuration issue before proceeding.

A successful System Check does not replace workflow validation. Shipping rules and representative transactions must still be reviewed.

License and activation

Ship2Invoice uses a license entitlement associated with the installation and licensed QuickBooks company.

If a valid Live entitlement is not available, Ship2Invoice may remain available for setup, diagnostics and Observe Only operation while Live writes remain blocked.

QuickBooks connection

Open the intended QuickBooks Desktop company and authorize the integrated application named Ship2Invoice when QuickBooks requests permission.

Verify the intended company identity before enabling Live automation.

Company Profiles

Ship2Invoice uses Company Profiles to keep company-specific configuration isolated.

A Company Profile may contain its own:

  • QuickBooks company identity;
  • license entitlement;
  • Shipping Method mappings;
  • Invoice Rules;
  • Customer Rules and exclusions;
  • processing history; and
  • automation settings.

When multiple companies are configured, validate each Company Profile independently before relying on scheduled Live operation.

Shipping Methods

Configure the QuickBooks Ship Via values and Ship2Invoice shipping rules used to identify eligible parcel, LTL and other supported shipment conditions.

Review mappings carefully because shipment classification directly affects invoice eligibility.

Invoice Rules

Review the rules that control invoice creation, including partial shipment behavior, freight treatment, required information and other supported invoice settings.

Customer Rules

Use Customer Rules to identify customers that should remain manual or require special handling.

Intentional manual exclusions should remain distinct from actual errors or Needs Attention conditions.

Automation Schedule

Configure the intended automation schedule and confirm the next scheduled run shown by Ship2Invoice is reasonable.

For multi-company deployments, enabled Company Profiles are processed sequentially.

Observe Only validation

Use Observe Only to review how Ship2Invoice classifies real Sales Orders without allowing automatic invoice creation.

Review normal shipments, partial shipments, manual exclusions and representative exception conditions before Live activation.

Diagnose Sales Order

Diagnose Sales Order is intended to explain why a specific Sales Order is or is not eligible for automation.

Diagnosis is read-only and should not create an invoice.

Controlled Live test

Before normal scheduled Live operation, perform a controlled test using a representative transaction.

Confirm:

  • the intended QuickBooks company;
  • the intended Sales Order;
  • the expected shipped quantity;
  • the expected freight treatment;
  • the created invoice;
  • successful post-write verification; and
  • no duplicate invoice.

After setup

Once configuration and Live behavior are validated, enable the intended schedule and review the Dashboard and Needs Attention routinely.

If an unexpected result occurs, switch the affected Company Profile to Observe Only before troubleshooting.