Export to QuickBooks

You can export your data from Resource Management for use in QuickBooks (for PC desktop, only).

Who can use this?

Plans:

  • Resource Management

Permissions:

  • Project Editors
  • Portfolio Reporters 
  • People Schedulers
  • Portfolio Editors
  • Resourcing Administrators

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

If you want to use data from Resource Management in QuickBooks, you need to create a report first and then export it.

This procedure is only for a PC desktop.

Create a report

Create a report that includes the data you want to export. For example, you can create 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.

  1. In the top navigation, select Reports. 
  2. In the top-right, select New Report.
  3. In the left panel, apply the following settings:
    • View: Time & Fees > Hours
    • Time Frame: Custom Date Range
      • Start Date: October 1 
      • End Date: October 31
    • First group by:  Project (shows all projects in this time frame)
    • Then group by: Team Member (shows all the hours worked by all people in your company within this time frame)
  4. Select Run Report.

Save reports to your personal page or Reports page to easily access them in the future. In the top right, select Save and choose the location.

Export your data

  1. With the report open, in the top-right, select Export > Export Time Entries for QuickBooks. 
    This saves an .IIF file, the QuickBooks-specific file, containing all your Resource Management data. 
  2. Download the file from Resource Management and save it where you can find it.

Open QuickBooks

  1. Make sure your employees with attached bill rates are in QuickBooks. This is likely already set up if you use QuickBooks for accounting and payroll.
  2. Open QuickBooks. 
  3. Navigate to File > Utilities > Import > Import .IIF file and browse to your saved .IIF file.
  4. Select the project you want to invoice. Select Create Invoice at the bottom of the page. 

Your invoice should pull the bill rates set up in QuickBooks and align them with the hours recorded in Resource Management.

QuickBooks data mapping

You won't need to format the .IFF file you download from Resource Management for import into QuickBooks. However, ensure the data matches between QuickBooks and Resource Management, and you understand the mapping.

Spelling and spacing of all your items must be exactly the same between the two systems.

QuickBooks data maps 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