Some customers have asked about importing sales invoices into Quickbooks. Membermeister now supports a dedicated to Quickbooks export feature to help with this.
Note: This may not always* be the best solution as it could lead to a lot of duplication of work for yourself. Sometimes it's sufficient enough to simply record a monthly "Sales" figure in your accounting software. This is in contrast to periodically copying over all your invoices and contacts from membermister.
* Please consult with your accountant as we cannot give any specific tax advice.
Exporting from membermeister
Note: Please note this guide only applies to membermeister accounts that do not have VAT enabled.
Hover the mouse over the reports tab and click ‘Invoices and Payments’.
On the reports page you can choose the invoice status (paid, open, overdue) and the reporting period. Once you are happy to proceed, click ‘Create report’.
On the next screen you will see your report. Click the drop-down arrow next to ‘Download full report’
The drop-down menu has two options, ‘Download in Xero format’ and ‘Download in QuickBooks format’. Select ‘Download in QuickBooks format’.
The files will then save to your computer in CSV format. On both Windows and Mac, this will usually show at the bottom of the internet browser window, and by default will save to your ‘downloads’ folder.
You can edit this file by opening it in your spreadsheet software. Below are some points to keep in mind before proceeding.
Note: QuickBooks does not support negative line items via their import feature. They do however allow for them when creating invoices via their interface. The only way we could support importing our invoices is by combining all line items of membermeister invoices into a single line item for import into QuickBooks. These line items will appear as a single line item in QuickBooks with the membermeister invoice reference as the description for the line item.
Importing into Quickbooks
Here is a video that shows how to import into QuickBooks. There is also a written guide below.
- Go to Settings ⚙️, then select Import Data.
- Select Invoices.
- Import your CSV file by clicking Browse, then select your CSV file.
You have the option to add any new customers that are not already in QuickBooks. If you would like QuickBooks to create a new customer, check ‘Add new contacts that don’t already exist in QuickBooks’.
4. Click ‘Next’.
The next step is to map the column headings in Quickbooks with those in your CSV file.
a. Map all mandatory fields that are marked with an asterisk (*).
b. Select Not applicable for any fields not in your CSV file. Note: If no product or service is present, QuickBooks will populate this fieldwith a generic item called "sales".
c. Select the date formatyou have used, for example, DD/MM/YYYY.
d. Select Exclusive as your VAT option next to Item Amount.
e. Select Next.
5. The next step is to map your tax codes in QuickBooks to those in the CSV file. Match your VAT codes to those set up in QuickBooks.
6. When finished, click Next. At this stage, any mapping issues will be highlighted so you can go back and resolve them.
7. You will now see a summary of your import. If everything looks good, select Start import.
Once completed, an import summary will be displayed. Click ‘OK’ to finish
Here are links to QuickBooks resources that you may find useful.
Importing customer invoices in batches:
A screenshot of what an invoice import preview looks like: