Importing Work Order Invoices in QuickBooks Desktop

Importing Work Order Invoices in QuickBooks Desktop

Work order invoices can be imported into QBD (QuickBooks Desktop) via IIF file.

Prerequisites	Invoice Mapping Details
Enabling IIF Export	Best Practices
Exporting IIF File	Troubleshooting & FAQ
Importing Work Orders in QBD

Prerequisites

Before you import...

• Your location names in Janitorial Manager must match Customer names in QBD.
• Sign in to your QBD company file as an admin.
• If using QuickBooks Desktop 2019 or older, switch to Single-user Mode.

Enabling IIF Export

1. On the web portal, go to Gear icon > Manage Account.
2. Select the Settings tab.
3. Enable Export Work Order Invoices for QBD. The page will save automatically.

Exporting IIF File

1. On the web portal, go to Work Management > Manage Work Orders.
2. Adjust the scheduled date range to choose which invoices to export.
3. Select the QBD IIF Export button.
   • Only work orders in the Invoiced status will be included in the export.

If you don't see the QBD IIF Export button after enabling the setting, try clearing your browser cache or logging out and back into your account.

Importing Work Orders in QBD

Invoices are imported as Transactions in QuickBooks Desktop. Location names in JM must match Customer names in QBD.

1. In QBD, go to File > Utilities > Import > IIF Files...
2. Select Import IIF.
3. Choose the IIF file then select Open.
4. Select Done.
   

Once successfully imported, invoices can be viewed from the Customer Center (Customers > Customer Center).

Invoice Mapping Details

Janitorial Manager Field	QuickBooks Desktop Invoice
Invoice #	Invoice # (11-character limit)
Work Order Completed Date	Date
Work Order Completed Date	Ship Date
Work Order Service Description	Description (3975-character limit)
Work Order Service Fee	Price Each

Here's an example of how an invoice may look in QBD after importing data from JM. Your QBD layout may vary.

Best Practices

• Intuit suggests backing up your QBD company file before importing IIF files.
• QBD's Invoice # field has an 11-character limit.  We suggest enabling the Shorten Work Order Invoice Numbers account setting in JM.
• Once the invoice has been paid, update the appropriate work order's status to Invoice Paid in JM.

Troubleshooting & FAQ

Question: What do I do if my import fails?

Answer: If your import fails, confirm that:

• Location names in JM are an exact match to Customer names in QBD.
• Invoice numbers in JM are less than 11 characters.
• Service descriptions in JM are less than 3975 characters.
• The IIF file has not been manually edited and the file extension has not changed.

If you continue having issues after confirming the above, please contact our Support team.

Question: Do I need to add sales tax to the work order service fee in Janitorial Manager?

Answer: No, sales tax does not need to be added to the service fee in JM.  If Sales Tax is enabled in your QBD account, taxes can be added to the invoice automatically.

Question: Can I combine work orders to send as one invoice to QBD?

Answer: Individual work orders cannot be combined in JM. If you send monthly invoices, we suggest creating a recurring work order for the location's contract fee. The service fee can be updated before invoicing the work order.

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.