QuickBooks Online Export and Import

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

Jump ahead to


💭 FYI... this export supports General Journal style accounting, not Invoice accounting.

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.

New button in QuickBooks


Select the settings shown below and save.

Fill out details for Other Current Assets account

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. 

🤔 Why do I need this? Funds will be imported to the new Passare AR account. From here, you can move funds to the correct AR account.


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.

Sales Tax Settings option in QuickBooks

Click Turn off sales tax.

Turn off sales tax button in QuickBooks

Choose yes to confirm.

Turn off sales tax confirmation


✋ Stop right there! Some settings need to be configured in Passare before moving on.

Contact Passare Support at support@passare.com or 1-800-692-5111 so we can help set up the rest.


Export a Passare case

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

🖋️ Not sure how to sign? Check out this article for more info.


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

Search for QBO Export in System Reports


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.

Report settings for QBO export


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.

Name a saved configuration


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

Download Center link


Download the file and save to your computer.

Download report from the Download Center


Import to SaasAnt

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

Login to SaasAnt


Login using your login credentials.

Type in SaasAnt login credentials to access


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

Browse file

Upload file and submit


On the next screen, select Journal Entries.

Journal Entries button in QuickBooks

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

Map accounts in QuickBooks 1

Map accounts in QuickBooks 2


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

Save mapping button


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

File imports in QuickBooks

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

❌ File not importing? Check out this article to help troubleshoot common import errors.


Review data in QuickBooks

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

Search bar showing recent journal entries

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.

Journal entry details in QuickBooks



Need More Information?


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