QuickBooks IIF Export

Connecting QuickBooks with ServiceMonster Using the IIF Method

What are the features?

This creates an.IIF export file that contains your non-posted ServiceMonster invoices and payments that can be downloaded and imported into QuickBooks using QuickBooks.IIF file importer.

Exports customers, invoices and payments, products, services, and sales tax rates into QuickBooks.

What are the limitations?

It is unable to apply payments to invoices in QuickBooks (Payments are imported as unapplied credits for the customers that must be manually applied to their outstanding invoices).

What are the System Requirements?

QuickBooks Pro 2003 or newer (QuickBooks Online not supported).

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Quickbooks Setup

Cleaning Up Your Orders

Running The Export

Set Up In Quickbooks

First, make sure you are logged into QuickBooks as an Administrator, and in “Single User Mode”  

To check if you are in “Single User Mode”, simply go to “File” and scroll down. 

If you see “Switch to Multi-User Mode” then you are already in Single-USer Mode.

If you see “Switch to Single-User Mode” click on that to change the system into Single-User Mode. 

Cleaning Up Your Orders

In ServiceMonster, select orders in the Navigator, then select accounting.

In the subtabs “Non-Posted Invoices” and  “Non-Posted Payments”, you can view what invoices and payments are about to be sent over to QuickBooks.

In Non-Posted Invoices:

If there is an invoice you don’t want to send to QuickBooks quite yet, select the order number.

Once inside the order, go to the dashboard on the far right-hand side of the screen. Check the “Posted” box and click “Save

This will tell the system to not bring it over into QuickBooks. 

In Non-Posted Payments

If there is a payment you don’t want to send to QuickBooks quite yet, select the word “Payment” under the column “Type”.

Check the “Posted” box and click “Save”.


Running The IIF Export

Go to the Marketplace tab and select QuickBooks

Go to the Configuration tab

Change the export method to “QuickBooks IIF

Click “Save

Next, go into the “Orders” tab and select “Accounting”.

Click on the “Export Wizard” Button

This will open the export wizard. Here you can see the details for the export. 

Click “Next

Here you can choose what time frame records to be exported are from.

Make any adjustments you want, and click “Next

Here you can see a list of your Invoices and Payments, if that all looks good, click “Submit

An IIF file will download onto your computer. Store it in a memorable place.

In Quickbooks go to “File”, “Utilities”, “Import”, then select “IIF Files

In the box that appears, find and select the IIF file you downloaded from ServiceMonster.

Opening this file will begin the import process in QuickBooks.

QuickBooks will notify you when the data import is complete. 

Remember, with the IIF option, Payments are not automatically applied to invoices. Payments are transferred as unapplied credits and must be submitted to accounts.