Accounting Tutorials

How to Export an Invoice or Payment to Quickbooks Desktop

How to Export an Invoice or Payment to Quickbooks Desktop Exporting to Quickbooks Desktop Josh H

Once the integration between Arborgold and Quickbooks is set up, locating and posting transactions you’ve created in Arborgold over to Quickbooks is a simple process and can be done monthly, weekly, or even daily.

How to Export a transaction to QuickBooks:

1. Head to the left navigation (☰) in the upper left corner of your screen.

2. Look for the module entitled "AR".

3. From here, click the "QB Exporting" button.

4. Select the type of export you need such as Invoice Exports, Payment Exports, and Pre-payment exports, or Finance Charges.

5. Select the individual items you want to export or select all transactions at once by checking the box in the top left.

6. In the Action Dropdown select "Export to QB" which will export your transaction to the appropriate customer.

*If you are using QB desktop you will have to execute the web connector**

Posting Invoices

As a standard practice, you should first find and post any Invoices to Quickbooks that are ready to send over. Note that if an Invoice is visible on this screen that means it has not yet been sent to Quickbooks. Once it’s been posted over, it won’t be found here. Remember that you can always find it again on the View Invoices page or under that customer’s own AR workspace on their account.

By default, the Exporting screen will list all records that can be sent to Quickbooks, but you can filter for a specific range of dates or a specific customer’s transactions using the Filter menu.

Assuming I want to post everything I was able to find to my Quickbooks system, I can simply check the topmost checkbox to select all Invoices found and then choose “Send to Quickbooks” in the Batch Actions menu.

Removing Specific Transactions From the Export Queue

Under extenuating circumstances, if there are any transactions that I’d like to flag as NOT to be sent to Quickbooks, I can instead select those and choose “Mark Sent” in the same menu. A transaction flagged in this way will be removed from the export queue, but will not be transferred to Quickbooks.

Posting Payments

You’ll repeat these exact same steps to post over any Payments you need to send to Quickbooks. Navigate to the Payment Export folder at the top of this screen immediately next to Invoice Export. Find the payments that need to be posted by date exactly as you did for the Invoices, select them, and choose “Send to Quickbooks” in the Batch Actions menu.

Invoices should be sent to Quickbooks first because any Payment we attempt to transfer over will require that a corresponding Invoice is already present and accounted for in your Quickbooks system. Should you ever find that a Payment is failing to transfer to Quickbooks, make sure you’ve sent the Invoice over that the Payment is looking for.

Posting Pre-Payments

The process is again the same for delivering Pre-payments to Quickbooks. Navigate to the Pre-Payment Export folder, which is the third across the top of the page, and repeat these same steps for finding and posting transactions from Arborgold to Quickbooks.

Unlike with regular Payments, Pre-payments can be posted to Quickbooks at any point and do not require there to be an Invoice already present in Quickbooks.

Note that the Desktop version of Quickbooks requires the use of a special “Web Connector” to deliver information from third party software systems such as Arborgold to your Desktop version of Quickbooks. After each Post request, meaning after each time you hit the “Send to Quickbooks” button, you’ll need to open your Quickbooks Web Connector and press the “Update Selected” button to transmit the specified records to your Quickbooks system.

Contact Arborgold technical support or your dedicated software trainer for help installing and configuring the Quickbooks Web Connector if you are a Quickbooks Desktop user.

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