Important Note: We highly recommend testing this process using a test company file in Quickbooks. Once you're sure everything works as intended, then it's safe to import into your live Quickbooks file. Also, before importing anything into Quickbooks, it is always a good idea to create a backup file in case something doesn't work as intended.
Step 1: The Settings
The first thing we need to do is enable the Quickbooks Export addon inside Trackops. Go to "Settings > Addons & Integrations", and then click "Quickbooks Export (IIF)". Ensure the "Enabled" option is set to "Yes".
Then we need to match the Trackops settings with what you have setup in Quickbooks. Configure the following settings:
| Income Account Name: | This is an INCOME type account used to track sales. |
| Product Class: | If you classify your services in Quickbooks, you can enter a class name here. Leave blank if you do not use product classes. |
| Receivables Account Name: | This is a ACCOUNTS RECEIVABLE type account where your invoices will be imported into. |
| Sales Tax Item Name: | The name of the item used to track sales tax in Quickbooks. Leave blank if you do not capture sales tax. |
| Sales Tax Account Name: | This is a OTHER CURRENT LIABILITY type account which is used to track the sales tax you owe. |
| Sales Tax Agency: | The name of the vendor you pay sales tax to. Leave blank if you do not capture sales tax. |
| Undeposited Funds Account: | This is a OTHER CURRENT LIABILITY type account used to capture your payments when imported into Quickbooks. |
| Client Name Format: | Because Quickbooks Desktop does not allow for sub-accounts, sometimes just the client name is not enough to separate invoices properly. If necessary, use this setting to configure the export to include the location name to better separate invoices for different locations. |
Step 2: Exporting Invoices
Now that you've got your settings configured, it's time to export some invoices! Go to "Invoices > Invoice List", and filter the list however you want.
Tip: Use the Advanced link on the right side of the search bar to expand more search options.
Once you've filtered the list, click the "Export" button in the upper right of the search bar, and select "Quickbooks (IIF)" from the list.
This will download an .IIF (Intuit Interchange Format) file to your computer which you can import into Quickbooks in the next step.
Step 3: Importing Your Invoices Into Quickbooks
Now that we've got the .IIF downloaded, we can import this file into Quickbooks. From Quickbooks, go to "File > Utilities > Import > IIF Files". Browse to the .IIF file on your computer we created in the previous step, and then select "Open". Everything should automatically import and you're done!
Tip: If this is your first time importing invoices into Quickbooks, it's usually best to test with a dummy company file so you see first hand how the import process works. Quickbooks will automatically attempt to create clients, invoice items, and accounts that do not already exist in Quickbooks. This automation is case sensitive, so make sure your client names and account settings are identical in both Trackops and Quickbooks.
Step 4: Exporting Payments (optional)
Just like we did with invoices, we can also export payments for use in Quickbooks as well. Go to "Invoices > Payment History", and filter the list to match your criteria. Once the list looks good, click the "Export" button, and select "Quickbooks (IIF)" from the list, like in step 2. This will save another .IIF file to your computer that we will use in the next step.
Step 5: Importing Your Payments Into Quickbooks
From Quickbooks, go to "File > Utilities > Import > IIF Files". Browse to the .IIF file we created in Step 4, and select "Open". This will import your payments into Quickbooks.
Step 6: Link Your Payments to the Proper Invoices
A limitation with Quickbooks when importing with .IIF files is that even though both the invoice and the payment have been imported, you must still link the two together. If you go into each payment, you simply have to tell it what invoice you want to apply the payment to. After you've created the link, you're done!