You can export your data from Resource Management for use in QuickBooks (for PC desktop, only):
Create a Report
Create a Report that includes the data you want to export. In this example, we’ve created a report called October Invoicing; customize your settings as needed. You can create and export reports on projects, phases, vacation time, or whatever data you want to use in QuickBooks.
At the top of the screen, click Analytics and then apply the following settings:
- View: Hours
- Time Frame: Custom Date Range (October 1 – October 31)
- First Group By: Project (showing all projects in this time frame)
- Then Group by: Team Member (showing all the hours worked by all people in your company within this time frame).
Save reports to your Personal Page or Analytics page to easily access them in the future.
Export Your Data
- Click the Export button on the upper right and select Export Time Entries for QuickBooks. This will save a .IIF file, the QuickBooks specific file containing all your Resource Management data. Save this file in an easy-to-find place.
- Open QuickBooks. Make sure you have all of your employees with attached bill rates in the system. This is likely already set up if you’re using QuickBooks for accounting and payroll.
- Navigate to File > Utilities > Import > Import .IIF file
- Select the project you want to invoice. Click Create Invoice at the bottom of the page. This example uses the Camera Futura Project for the Rally Point client and changed the date range for the invoice we want to create.
- Our QuickBooks example does not have bill rates set for each employee, so 0.00 appears under Rate. Your invoice should pull bill rates set up in QuickBooks and align them with hours recorded in Resource Management.
This example shows the Time & Expense invoice template, but you may have other predefined templates in QuickBooks.
QuickBooks Data Mapping
The .IFF file you download from Resource Management won’t need additional formatting for import into QuickBooks. However, make sure the data between QuickBooks and Resource Management is properly matched, and you understand where the data fields are mapped to QuickBooks.
Spelling and spacing of all your items must be exactly the same between the two systems.
QuickBooks data is mapped to Resource Management as follows:
- Quickbooks: Customer = Resource Management: Client
- Quickbooks: Job = Resource Management: Project
- Quickbooks: Employee = Resource Management: People
- Quickbooks: Service item or item = Resource Management: Task Category
- Quickbooks: Notes or Description = Resource Management: Notes
- Quickbooks: Rate = Resource Management: Bill Rate