QuickBooks Online Export and Import

Export your invoice and payments and adjustment reports out of Passare and import to QuickBooks Online.

Jump ahead to

• Set up QuickBooks
• Export Passare case
• Import to SaasAnt
• Review data in QuickBooks

 

Set up QuickBooks 

Before you begin, you will need to purchase SaasAnt: a third-party tool converts and helps import QBO data into Passare. The lowest subscription works well for this.

👉 Purchase SaasAnt here.

 

Next, set up a new account in QuickBooks called Passare AR. In QuickBooks, go to Accounting > Chart of Accounts > New.

 

Select the settings shown below and save.

A few things to keep in mind:

✨ Be sure to type the account name exactly as written here. It is case sensitive and must match perfectly in order to import correctly!

✨ If you use account numbers in QuickBooks, be sure to fill this in here. If you do not use account numbers, leave this field blank. 

 

Lastly, if you collect sales tax make sure your QuickBooks has automatic tax rate turned off. 
This is important because QuickBooks might add tax to the data you are importing, which already accounts for tax!

To do that, go to Taxes > Sales Tax in the left menu. Then select Sales Tax Setting in the top-right.

Click Turn off sales tax.

Choose yes to confirm.

 

 

Export a Passare case

Before exporting, make sure the case(s) you wish to export are signed on Goods & Services.

 

Next, go to System > Reports > System Reports in Passare. Select the QBO Export.

 

Select the following report settings:

• Report Format: Excel CSV
• Delivery Method: Run & Send to Download Center (you can also email the file if you prefer)
• Date Range: Select the date range of the case(s) sign date. You can select a predefined or custom range.
  • We recommend checking the export all items up to end date setting. This will export all unexported items, in case you have made changes to older cases outside the date range.

• Filter Items to Be Exported: Export only unexported items
• Case: Select an individual case or leave as All Cases.
  • If this is your first time exporting, we recommend starting with one case.
• Preview Export: 
  • Check this if you want to view the import without flagging data as exported.
    Do not import this file!
  • Leave unchecked when you are ready to import the file. Downloading the file while unchecked will flag data as exported.
    
    

 

If you like these settings and want Passare to remember them, you can Save Configuration. This will prompt you to name the configuration and Save.

 

Once all report settings are selected, click Run Report. Go to Download Center (or email, whichever you selected as your Delivery Method).

 

Download the file and save to your computer.

 

Import to SaasAnt

Next, login to SaasAnt. On their website, select Support & Login > SaasAnt Transactions (Online). 
(Or use this link.)

 

Login using your login credentials.

 

Browse for the file and upload. Once uploaded, click Submit.

 

On the next screen, select Journal Entries.

 
Next, you will set up and save mappings. This step is only done once with your first import.

Map the following sections:

• Account: Account Number
• Description: Memo 1
• Amount (Debit or Credit): Amount
• Class: Class ID
• Journal Date: Date

 

All mappings should have a green check mark. Select More > Save Mapping to save these settings for future imports.

 

Click on Import to QuickBooks at the bottom-right. You will see this screen while the file imports.

Once the file imports successfully, go into QuickBooks to review the entry.

 

Review data in QuickBooks

In QuickBooks, use the search bar to view recent transactions or search for the case. 

You can also view the entry from Accounting > Chart of Accounts > double click Passare AR account. Click on view register > select journal entry > edit.

 

Click the journal entry to view details.

 

 

Need More Information?

• Troubleshoot QuickBooks Online
• Export Chart of Accounts for QuickBooks Online

 

Need Help? Email us at support@passare.com or call 1-800-692-5111.