How to Export Payments and Credit Memos to QuickBooks

The QuickBooks Payment export can export both Payments and Credit Memos to QuickBooks.

This feature can be accessed two ways: In the menu bar, Setup> QuickBooks> Time & Billing> Export Payments; Or, on the Billing Tab, Payments section, select one or more payments/credit memos, right-click and select ‘Export To…> QuickBooks’ from the context menu.

Please note: When using the latter method, you cannot select both payments and credit memos at the same time. You can only export one type (Payments or Credit Memos) at a time. If you select both payments and credit memos at the same time, it will give you a warning and then proceed to show you only the payments you selected.

When in the Payment Export, you have a few filters to choose from:

1.        ‘Hide Synchronized’ will hide all payments/credit memos that have been previously pushed to QuickBooks

2.        ‘Show Hidden’ will show you all payments, even if you have manually hidden them from view in the past.

3.        ‘Source’ allows you to toggle between viewing Payments and Credit Memos

You also have the option to ‘Auto Apply’ the payments when exporting them. If the ‘Auto Apply’ is left unchecked, the payments will not be applied to any invoices in QuickBooks and will have to be manually applied at a later time, whereas if ‘Auto Apply’ is checked, it will automatically process your invoices and automatically apply them according to the default process in QuickBooks.

Once you have chosen the Payments/Credit Memos you want to export, click ‘Export Selected’ to begin the process. As items are exported, the green progress bar will move indicating the export’s progress. If there are any errors encountered during the export, the rows in the data grid will turn red/pink for the items that had issues. Clicking on the red/pink rows will display a message below the data grid indicating the cause of the error.