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How to Create a Billing Batch and Transfer to QuickBooks

BlueFolder tracks all of the data necessary for customer billing, including materials, labor, expenses, and tax associated with a work order. After the details for each work order have been finalized, you can select a group of work orders that are ready for invoicing and export them to QuickBooks as invoices.

Creating a Billing Batch

  1. Click on the Billing tab on the main navigation bar.
  2. Click the New Billing Batch button/link.
  3. Use the filtering criteria to locate and select the work orders you want to include in the batch.
  4. You can specify options that control what details are included in the batch by clicking the Batch Options button.
  5. When you've finished selecting everything to be included in the batch, click the Save Batch button.
  6. You now have a saved billing batch that is ready to be transferred to QuickBooks or QuickBooks Online.

Transferring a Billing Batch to QuickBooks Online

  1. If you haven't established a connection between BlueFolder and your QuickBooks Online account, you must do that first. Click here for instructions on setting up a connection to QuickBooks Online .
  2. If you're not sure if you already have a connection to your QuickBooks Online account, just keep going and BlueFolder will prompt you to create a connection if needed.
  3. On the "Billing Batch" page where you can see that batch you created, click the "Transfer Batch" button.
  4. BlueFolder will immediately connect to your QuickBooks Online account and begin transferring the first invoice in the batch.
  5. As each batch invoice is transferred to QuickBooks Online, the status of that invoice will be updated on the "Billing Batch" page.
  6. Once all the invoices have been transferred, the page will refresh to indicate the status of the batch transfer:
    • If all invoices were transferred successfully, the batch status will be "Transferred Successfully".
    • If 1 or more of the invoices failed to transfer, the batch status will be "Partially Transferred". You can examine the list of Batch Invoices to determine which invoice(s) failed and why.
    • If none of the invoice were transferred, the batch status will be "Failed". Again, you may check the Batch Invoices list to determine the specific errors for each invoice.

Importing a Billing Batch into QuickBooks Desktop

  1. On the "Billing Batch" page where you can see that batch you created, click the "Download Batch" button.
  2. BlueFolder will present you with a download file. Save the file to a location on your computer's hard drive.
  3. Download and install the BlueFolder QuickBooks Import Tool onto the computer where you use QuickBooks (this step must only be performed the first time you setup a computer to import BlueFolder billing files).
  4. Start QuickBooks and open the company file you want to import your BlueFolder data into.
  5. Run the "BlueFolder QuickBooks Import Tool" and select the export file that you downloaded in step 3.
  6. Click the "Start Import" button to begin importing the BlueFolder data into QuickBooks.
  7. If this is the first time you are importing data into QuickBooks, you will be prompted to grant the "BlueFolder QuickBooks Import Tool" access to your QuickBooks company file. You can choose to grant access each time, or give permanent access so you won't be prompted again.

Supported Versions of QuickBooks

The BlueFolder QuickBooks export process outlined here is supported by QuickBooks Online, and QuickBooks Desktop 2006 and newer. Older versions of QuickBooks are not supported. To find the latest updates for your version of QuickBooks, visit http://www.quickbooks.com/support/updates.html .

Mac Compatibility

Unfortunately, Intuit (the company that makes QuickBooks) only provides tools to integrate with the Windows version of QuickBooks. The Mac version of QuickBooks is not supported. We recommend using QuickBooks Online instead.

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