Follow these steps to export your data to QuickBooks.
Create a Report in 10,000ft to include data you want to export. Below, I have created a report called October invoicing. I have set the following fields for my report: View – Hours, Time Frame – Custom Date Range (October 1 – October 31), First Group By – Project (showing all projects in this time frame), Then Group by – Team Member (showing all the hours worked by all team members in your company within this time frame). Remember, you can save these reports on your personal page or analytics page to easily pull up the same query again and again.
Once you have a report good to go, click the export button on the upper right and select the “Export Time Entries for QuickBooks” option. This step will save an .IIF file which is a QuickBooks specific file containing all of your 10,000ft data. Save this file in your downloads or an easy-to-find place.
Open QuickBooks and make sure you already have all of your employees with attached bill rates in the system. If you are using QuickBooks for accounting and payroll, this is probably the case. Navigate to File > Utilities > Import > Import .IIF file. Remember: You can create and export reports on projects, phases, vacation time, or whatever time data you want to access in QuickBooks.
Select the project you want to invoice. Below, I have selected the Camera Futura Project for the Rally Point client and changed the date range for the invoice I want to create. Click create invoice at the bottom of the page.
Here is the invoice for my Rally Point client. Our QuickBooks example does not have any bill rates set up for each employee, so that explains the 0.00 under rate. Your invoice should be pulling bill rates that have been set up in QuickBooks and aligning them with hours recorded in 10,000ft. We are showing the template for the Time & Expense invoice, but you may have alternate templates pre-determined in QuickBooks.The file you download from 10,000ft should not need any additional formatting to be imported into QuickBooks. However, you can make sure your data between QuickBooks and 10,000ft is properly matched and you understand where the data fields are mapped to QuickBooks. QuickBooks data is mapped to 10,000ft structure as follows (spelling and spacing of all your items must be exactly the same between the two systems)
Quickbooks = Customer | 10,000ft = Client
Quickbooks = Job | 10,000ft = Project
Quickbooks = Employee | 10,000ft = People
Quickbooks = Service item or item | 10,000ft = Task Category
Quickbooks = Notes or Description | 10,000ft = Notes