create new ticket
check ticket statusNote: Ensure that you have a way to filter the invoices to those that need to be imported, a suggestion would be to post the order and then filter by that status and the date range you want. e.g. Export everything for the day or week. QuickBooks Online allows a maximum of 100 invoices and 1000 total lines at a time.
Loom video recording of this process: https://www.loom.com/share/3e6fc569d69c4839ad4645e5f282bbd7
Step 1: Export a CSV file
- Go to Settings > Admin > Custom Export > Orders/Items
- In the search filters, select Order Status > Posted and Invoice Date Range
- Select the following checkboxes and then click Export
| Column Checkbox | Notes |
| Order # | |
| Customer Name | |
| Payment Terms | This is not required but if mapped to payment terms in DocketManager, must be an exact name match to QBO. To ensure the name matches go to Settings > Accounting > Financial > Payment Terms. |
| Tax Rates | This must be filled out on all orders, it is helpful to match rates already in QBO but you can map it on the import. To customize the rate to match QBO, go to Settings > Accounting > Financial > Tax Rates. |
| PO Number | If you want to include in the memo field. |
| Invoice Date | This is the invoice date of the order. |
| Invoice Due Date | This must be filled out on all orders, it can calculate off the payment terms. To set this go to Settings > Accounting > Financial > Payment Terms. |
| Item Name | If using as the description or service. |
| Item Description | If using as the description. |
| Quantity | |
| Item Total | This is the price after graphics and discounts. If you want graphics separately, you must have it as a separate line in DocketManager. |
Smart Lists allow you to save your search parameters for future use. Learn more about Smart Lists - Here
Step 2: Importing Invoices into QuickBooks Online
- Select the settings gear in the top right corner
- Under Tools Select Import Data
- Select Invoices
- Upload the CSV file that was exported from DocketManager
- Map you column headings
| Field Name | Description |
| InvoiceNo | This is the DocketManager order Number. If you use custom transaction number in QBO these will be your invoice numbers. If you don't use custom transaction numbers, this column will be ignored and the invoices will auto increment. |
| Customer | This will look for an exact name match, but can create new contacts on import. |
| InvoiceDate | This is the DocketManager order Number. If you use custom transaction number in QBO these will be your invoice numbers. If you don't use custom transaction numbers, this column will be ignored and the invoices will auto increment. |
| DueDate | This must be filled out on all orders, it can calculate off the payment terms. To set this go to Settings > Accounting > Financial > Payment Terms. |
| Terms | This is not required but if mapped to payment terms in DocketManager, must be an exact name match to QBO. To ensure the name matches go to Settings > Accounting > Financial > Payment Terms. |
| Location | |
| Memo | Extra info like the PO Number field can be mapped here. |
| Item(Product/Service) | This is not required but can be setup in DM as a job template, item name, etc. but there is an option to add new services on import if they don't already exist. |
| ItemDescription | This can be either the item name or description from DocketManager. |
ItemQuantity | |
| ItemRate | There is no field for this, not a good idea to try and fill it out. |
| ItemAmount | This should be Item Total, which is the price after discounts and graphics. If you want graphics to display it should be a new line item in DocketManager. |
| ItemTaxCode | This must be filled out on all orders, it is helpful to match rates already in QBO but you can map it on the import. To customize the rate to match QBO, go to Settings > Accounting > Financial > Tax Rates. |
| ItemTaxAmount | Leave blank, we don't calculate tax on a per item basis. |
- Map your tax codes
- Proceed to confirm if ready. Will show if information is missing and needs to be fixed:
- Click Import
Sample Data
What the CSV looks like:
What the invoices look like in the list:
What an individual invoice looks like:
