For exporting transactions and list from QuickBooks Online you have a new option in Transaction Pro. With this option you can configure your exports and schedule. The schedule could be one time or recurring. This option allows you to configure your export schedule and lets you export data on regular intervals without having to initiate them in the Transaction Pro Importer App.
Think of all the time that this new feature can save you and if you review the use case scenarios below you can also ensure timely collection of your receivables:
- Receive an email with a listing of all invoices due this week (schedule an export of invoices based on due date)
- Receive an email of all payments received for invoices due last week (schedule an export of last weeks invoices and payments)
- Receive an email of any customers whose information has been updated in the last month (schedule customer list export for the 1st of every month based on last update date)
Keep reading below for information on how to set up your scheduled exports.
Step 1: Get Started
To get started, you can go directly to the website : https://importer.transactionpro.com/ then click Login and select Transaction Pro Importer/Exporter to access the exporter app
OR go to APPS within QuickBooks Online and click “LAUNCH”
Step 2: Login
Sign in with your Intuit account.
Step 3: Select your subscription/QBO Company File
Here you will select the subscription you want to use the export from, make sure you find the correct subscription and click “Go to App”
Step 4: Subscription Details Page
To Start on your Schedule Export, click on “Start Export”
Step 5: Scheduling Export
On the left side of the exporter page, click “Schedule Export”
Step 6: Start Scheduling your Export
You can start scheduling your export by clicking on “Add new” button. This will open a screen to capture your export options and export schedule.
Step 7: Data Filters
You need to select your export type, supported types are as follows:
- Bill Payments
- Credit Card Charges
- Credit Card Credits
- Credit Memos
- Journal Entries
- Products & Services
- Purchase Orders
- Purchases – Cash
- Receive Payments
- Refund Receipts
- Sales Receipts
- Time Activities
- Vendor Credits
You need to select from the filters below.
- Date Field
- Duration of the data that you want to be exported
Step 8: Export Options
Export options let you define the following:
- Fields to be exported. You can select those fields that you wish to have exported.
- Specify custom header values.
- Specify default values in case value does not exist in QBO.
- Order in which the export fields need to be exported in your export sheet.
You can also save your export options for later exports per type of transaction.
Step 9: Configure Schedule
Once you see a screen that says “Export options saved successfully.” You can provide scheduling configuration as per your preference (One Time / Daily / Weekly / Monthly)
E.g. if you chose Daily, set the date and recurring days you want to schedule the export
Step 10: Ready to Schedule Export
When you are done scheduling configuration, Click on “Schedule Export” button.
Step 11: Your Export has been scheduled successfully
Now, that you have already successfully set-up your scheduled export, on the schedule date you will receive exported data as an attached CSV file in your email.
Step 12: Additional Options
If your scheduled export is finished and you received the downloaded file on the scheduled date, you have an option to:
- Delete the scheduled export
- Mark as Inactive the scheduled export
Click on the box beside the export file type you want to “Delete or Mark as Inactive”
If you mark it as Inactive, you have an option to “Mark it as active” in case you need it on the future.
This new feature will be a big time saver for those users that need to generate certain data exports on a recurring basis. If you have any questions or comments please let us know.