Export to QuickBooks

Article applies to 10,000ft by Smartsheet

Follow these steps to export your data to QuickBooks (for PC desktop, only):

  1. Create a Report in 10,000ft to include data you want to export. In this example, we’ve created a report called October Invoicing. We set the following fields for the report: 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). Remember: you can save these reports [link] on your Personal Page or Analytics page to easily access the same query later on.QuickBooks 1
  2. Click the Export button on the upper right and select the “Export Time Entries for QuickBooks” option. This will save an .IIF file, which is a QuickBooks specific file containing all of your 10,000ft data. Save this file in an easy-to-find place.
  3. Open QuickBooks and make sure you already 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. Remember: You can create and export reports on projects, phases, vacation time, or whatever time data you want to access in QuickBooksQuickBooks 2
  4. Select the project you want to invoice. Below, we selected the Camera Futura Project for the Rally Point client and changed the date range for the invoice we want to create. Click Create Invoice at the bottom of the page.QuickBooks 3
  5. Now we have the invoice for the Rally Point client. Our QuickBooks example does not have any bill rates set up for each employee, so 0.00 appears under Rate. Your invoice should pull bill rates that you’ve set up in QuickBooks and align them with hours recorded in 10,000ft. We’re showing the template for the Time & Expense invoice, but you may have other predefined templates in QuickBooks. The .IFF file you download from 10,000ft won’t need any additional formatting to be imported into QuickBooks. However, make sure your data between QuickBooks and 10,000ft is properly matched and you understand where the data fields are mapped to QuickBooks. QuickBooks data is mapped to 10,000ft structure as follows (spelling and spacing of all your items must be exactly the same between the two systems):
  • Quickbooks: Customer = 10,000ft: Client
  • Quickbooks: Job = 10,000ft: Project
  • Quickbooks: Employee = 10,000ft: People
  • Quickbooks: Service item or item = 10,000ft: Task Category
  • Quickbooks: Notes or Description = 10,000ft: Notes
  • Quickbooks: Rate = 10,000ft: Bill Rate
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