QuickBooks Desktop Configuration
1. Log in to Sherpadesk with valid credentials.
2. Click on Settings in the horizontal menu.
3. Click on QuickBooks Desktop on the Configurations page.
4. Enter your information in the fields and click Apply to save the changes.
Once saved, you can create a QuickBooks import file (.IIF)
The changes are saved successfully, and the user can create a QuickBooks import file (.IIF).
Settings Explained
- QuickBooks Account: The default account to which SherpaDesk internal account amounts are assigned (ACCNT in IIF file). Used on invoices.
- QuickBooks Internal Account Item: The default item type for SherpaDesk internal accounts (INVITEM in IIF file). Used on invoices.
- QuickBooks Internal Account Alias: Allows you to name your internal account to match the name used in QuickBooks. Used on time logs (JOB in IIF file) and payments in items mode (NAME in IIF file).
- Default QuickBooks Expense Account: The default expense account to which amounts are assigned in payments (ACCNT in IIF file).
- Company Name: Enter the exact name of your QuickBooks company as shown in QuickBooks company info.
- Company Create Time: A unique number from QuickBooks that identifies your company file. You can find it by exporting your lists to IIF and opening the file.
- QuickBooks Payroll Item: A payroll item from QuickBooks used to associate service or labor costs with a specific payroll category when exporting data (PITEM in IIF file). Used on time logs.
- QuickBooks Account Alias for Sales Tax: The default account to which sales tax is assigned on invoices (ACCNT in IIF file).
- QuickBooks Name for Sales Tax: The default name of sales tax (NAME in IIF file).
- QuickBooks Item Alias for Sales Tax: The default type of item for sales tax (INVITEM in IIF file).
- Travel Expense Item: The item type for travel logs in payments-in-items mode (INVITEM in IIF file).
You can override some of these QuickBooks Desktop settings at other levels, including accounts, products, services, and contracts.
Account level:
Open Edit Account page:
QuickBooks Desktop Settings:
- QuickBooks Alias: This field allows you to name your account so it matches the name used in QuickBooks. Used on Time Logs (JOB in IIF file) and Payments in Items mode (NAME in IIF file).
- QuickBooks Account Alias for Sales Tax: The Account to which you assign the Sales Tax on invoices. ACCNT in IIF file.
- QuickBooks Name for Sales Tax: The Name of Sales Tax. NAME in IIF file.
- QuickBooks Item Alias for Sales Tax: The type of items for Sales Tax. INVITEM in IIF file.
Product level:
Open Edit Product page:
QuickBooks Desktop Settings:
- QuickBooks Account: The Account to which you assign this product's amounts. Used on Invoices.
- QuickBooks Item: The type of items sold (INVITEM in IIF file). This value is part of a line item on an invoice.
- QuickBooks Expense Item: The type of items for this product on Payments in Items mode (INVITEM in IIF file).
Service level:
Open Edit Service page:
QuickBooks Desktop Settings:
- QuickBooks Account: The Account to which you assign this service's amounts. Used on Invoices.
- QuickBooks Item: The type of items sold (INVITEM in IIF file). This value is part of a line item on an invoice.
- QuickBooks Expense Item: The type of items for this service on Payments in Items mode (INVITEM in IIF file).
- QuickBooks Alias: The name of the service item assigned to the activity (a service item indicates the type of work performed). ITEM in IIF file. Used on Time Logs.
Contract level:
Open Edit Contract page:
QuickBooks Desktop Settings:
- QuickBooks Account: The Account to which you assign the amounts for invoices created on this Contract (ACCNT in IIF file).
- QuickBooks Item: The Default type of items sold for invoices created on this Contract (INVITEM in IIF file). This value is part of a line item on an invoice.
Project level:
Open Edit Project page:
QuickBooks Desktop Setting:
- QuickBooks Alias: This field allows you to name your project so it matches the name used in QuickBooks. Used on Time Logs (JOB in IIF file) and Payments in Items mode (NAME in IIF file).
Technician level:
Open Technician Rates page:
QuickBooks Desktop Setting:
- QuickBook Expense Account: The expense Account to which you assign this technician's amounts on Payments in Expenses mode. ACCNT in IIF file.
Exporting to QuickBooks Desktop
1. Click on Invoices in the side navigation panel.
2. Click on the Invoiced tab.
3. Check the invoices you want to export.
4. Select Export to QuickBooks Desktop from the Bulk selection dropdown.
Once Export to QuickBooks Desktop is selected, the browser will download the .IIF file needed for import. It is now ready to bring your invoices into QuickBooks.
Export Time Logs to QuickBooks Desktop
Open the Time > QuickBooks Desktop Export page and click on the Export to QuickBooks Desktop button.
Once Export to QuickBooks Desktop is clicked, the browser will download the .IIF file needed for import. It is now ready to bring your Time Logs into QuickBooks.
Export Payments to QuickBooks Desktop
Open the Payments page, select the Checkbox of the Payments, and select Export to QuickBooks Desktop from the Bulk selection dropdown.
Once Export to QuickBooks Desktop is selected, the browser will download the .IIF file needed for import. It is now ready to bring your payments into QuickBooks.
Please notice that it is possible export Payments to QuickBooks Desktop in two modes:
- Expenses
- Items
We have the Export Payments as Items setting on Configuration > QuickBooks Desktop page for switching between these modes.
