IT services
IT billing, taxes and QuickBooks Online
OKTO PSA bills the managed plan with recurring invoices built from a template, with GST and QST in Quebec, HST in Ontario and Atlantic Canada, and GST only in the West. Clients pay through Stripe from the portal. Invoices, clients and products go to QuickBooks Online, and the payment comes back.
A sent invoice can no longer be edited: corrections go through a credit note.
How does OKTO PSA bill a managed plan?
Through a recurring invoice built on a template. For a typical managed plan, the template holds a per-seat price and the client’s licences. Each month the invoice is prepared from it instead of being retyped.
The template describes the invoice once, and the client’s contract brings it back every month: GST, QST or HST are calculated for the client’s province.
One template per plan type
For example “managed plan per seat, plus licences”. You reuse it for every client on the same plan.
A contract that feeds it
The recurring invoice is linked to the client’s contract. If you also sell an hour bank, the two live in the same place.
A portal that shows it
The client finds their invoices as PDFs in the portal, with their balance and a Pay button.
A fictional example
An 18-seat firm gets the same invoice every month: 18 times the per-seat price, plus its licences, plus GST and QST. The next month, nobody retypes it. If the firm grows to 20 seats, you change the quantity on the line and the rest follows.
Which taxes apply in each province?
Those of the client’s billing province. A Quebec MSP serving a client in Toronto or Halifax does not have to reset taxes by hand on each invoice.
| Client region | Taxes applied |
|---|---|
| Quebec | GST (5%) and QST (9.975%) |
| Ontario and Atlantic provinces | HST |
| Western Canada | GST only |
One point to confirm with your accountant
In the West, OKTO PSA applies GST only. If a provincial tax applies to your services there, have your accountant confirm it before you invoice. Sales tax rules change, and the right person to settle them is not a piece of software.
How do you fix an invoice that has already gone out?
With a credit note. A sent invoice can no longer be edited: the client received a document, and that document stays as it is. You issue the credit note, then the correct invoice.
Why a sent invoice is not touched up
Because your accountant and your client need to rely on the same number and the same amount.
- The mistake stays visible in the history, with its correction next to it.
- The credit note cancels the faulty amount without rewriting the past.
- The new invoice starts clean, with its taxes calculated.
How does the client pay, and what if the payment is declined?
They pay online from the portal through Stripe, or you charge the invoice automatically if the client agreed to it. Automatic payment is set client by client. Stripe handles the card side, while OKTO PSA keeps the invoice and the balance in front of your team.
Online payment
The client opens the invoice in the portal and clicks Pay. There is no email thread to get a card number.
Automatic payment
It works only with the client’s agreement and charges only what was authorized.
Per-invoice cap
You set a cap per invoice, so an unusual amount is not charged without a check.
Retry of declined payments
A declined payment is retried. You do not chase an expired card by hand every month.
What does the QuickBooks Online integration do?
It runs one way, with a return: OKTO PSA pushes your clients, products and invoices to QuickBooks Online, and the payment comes back from QuickBooks to OKTO PSA. Your accountant keeps working in their own software.
| Information | Direction |
|---|---|
| Clients | From OKTO PSA to QuickBooks |
| Products | From OKTO PSA to QuickBooks |
| Invoices | From OKTO PSA to QuickBooks |
| Payments | From QuickBooks to OKTO PSA |
What does not come back
Nothing else comes back from QuickBooks. This is not a two-way sync: an invoice created directly in QuickBooks does not show up in OKTO PSA. Invoice from OKTO PSA, and let QuickBooks receive. It also keeps one source of truth for invoices, so you never wonder which of two systems holds the right version. If your accountant likes to create entries directly in QuickBooks, agree on that boundary up front.
What should you check before choosing MSP billing software?
Three things cost time at month-end, and none of them shows up in a ten-minute demo. Ask every vendor, us included.
The right province’s taxes
A client in Ontario does not owe the same taxes as a client in Quebec City. The tool should apply them itself, not ask you to fix them.
Correction by credit note
Ask what happens when a sent invoice is wrong. The honest answer is a credit note.
The exact direction of the integration
“Integrates with QuickBooks” can mean many things. Ask what goes out, what comes back and what does not.
What does a billing month look like?
Four steps in a row, with no retyping between them and no spreadsheet lying around.
Prepare the recurring invoices
Templates linked to contracts supply the plan and licence lines.
Add the work outside the plan
Billable time is spotted in the Hours to bill screen, a module you turn on, so nothing worked during the month slips past the invoice.
Send and push to QuickBooks
The client receives the invoice in the portal, and your accountant finds it in QuickBooks Online.
Collect
The client pays online or by automatic payment. When the payment is recorded in QuickBooks, it comes back to OKTO PSA.
Frequent questions
The questions we get asked
Your question is not here?
Write to us. A person in Trois-Rivières answers, within one business day.
Ask your questionGST and QST in Quebec, HST in Ontario and the Atlantic provinces, and GST only in the West. For a provincial tax in the West, have your accountant confirm the rule.
With a credit note. A sent invoice can no longer be edited. You issue the credit note, then a new invoice.
No. OKTO PSA pushes clients, products and invoices to QuickBooks Online, and the payment comes back from QuickBooks to OKTO PSA. Nothing else comes back: an invoice created in QuickBooks does not show up.
Yes, with their agreement. Automatic payment is set client by client, with a cap per invoice, and declined payments are retried.
Yes, if your accountant keeps the books there. OKTO PSA produces the invoices and calculates the taxes, then sends them to QuickBooks Online. It does not replace accounting.
Bill the month without retyping it
Bring a managed plan and a month-end invoice. We will show you the template, the taxes and the push to QuickBooks.
OKTO Solutions, Trois-Rivières, Quebec