QuickBooks: Export Fleet Invoices and Sales Journal Entries

If your company uses QuickBooks, Management Toolbox can prepare your sales and fleet invoices for it. You need the Accounting or Sales (QB) feature (a Client Admin has access too). First connect QuickBooks: see QuickBooks Integration, Connecting to QuickBooks Online and Management Toolbox Accounting Integration Setup.

Sales journal entries

1. Open Sales Journal Entry Export for QuickBooks and choose the stores (a group or individual stores) and the dates. The default is yesterday.
2. Select Generate preview. The entries appear in the Results panel. Use the parameters icon next to the results to show your choices again.
3. Look for an Out of Balance warning. Any store listed has incomplete journal entries. Run the MSR and Revenue reports (Insights > Store Performance) to find the cause, and contact support, who can add a method of payment or a sales category code. You also get a warning if you try to download while a store is out of balance.
4. Choose the download format: CSV (the default), IIF (typically used with QuickBooks and QuickBooks Enterprise) or TXT, then select Download.
5. Import the file into QuickBooks. For an IIF file: in QuickBooks choose File > Utilities > Import > IIF Files, select the file and select Open.

Fleet invoices

Open Fleet Invoice Export for QuickBooks, choose the stores, the dates and the fleet processor, and select Generate preview to review the invoices.

If you use QuickBooks Online instead, see Connecting to QuickBooks Online.

The Settings > QuickBooks Online page is where a Client Admin connects the QuickBooks Online company (contact support for setup).

Related articles

• Management Toolbox: Guide for Franchisees and Managers
• Money: Reconcile Deposits, Over/Short and Paid In/Out
• QuickBooks Integration
• Connecting to QuickBooks Online
• Management Toolbox Accounting Integration Setup