You can export invoices and individual line items to spreadsheet files. You can also export invoices to QuickBooks Desktop and individual line items to QuickBooks Online.
Exporting invoices
You can export the invoices displayed on your invoices list to a spreadsheet file. The spreadsheet will consist of one row for each invoice.
From the Export dialog, you can choose to export specific billing details and invoice details, including taxes, but not individual line items. For instructions on exporting individual line items, see Exporting line items (below).
To export invoices to a spreadsheet file, follow these steps:
- Filter your invoices list to display only those invoices you want to export.
- Click the Export dropdown and select the Export invoices option.
- On the screen that appears, select the export file format – XLS, CSV, or XML.
- Choose which fields to include in the export file.
- Click the Export button.
While the export file is being generated, you can click the Continue working button and safely switch to another Wild Apricot admin screen. Once the file is generated, you'll receive an email with a link to the file.
If you waited until the export file was generated, the file will be automatically downloaded. As well, a dialog with a link to the file will appear, and an email with the link will be sent to you.
Before clicking the download link within the email, make sure you are logged into your Wild Apricot account as an administrator, and in admin view.
Exporting line items
You can export line items for invoices displayed on your invoices list to a spreadsheet file. The spreadsheet will consist of one row for each line item, including any extra charges. The spreadsheet can then be used to import this information in accounting programs such as Xero.
The spreadsheet will not include columns required by QuickBooks Online. For information on exporting line items to QuickBooks Online, see below.
From the Export dialog, you can choose to export specific information about each invoice and line item, including billing contact details and taxes levied.
Currently, the quantity for line items is set to 1 regardless of the actual quantity ordered. The quantity ordered will be included in the item description.
To export invoice line items to a spreadsheet, follow these steps:
- Filter your invoices list to display only those invoices you want to export.
- Click the Export dropdown and select the Export line items option.
- On the screen that appears, select the export file format – XLS, CSV, or XML.
- Choose which fields to include in the export file.
- Click the Export button.
While the export file is being generated, you can click the Continue working button and safely switch to another Wild Apricot admin screen. Once the file is generated, you'll receive an email with a link to the file.
If you waited until the export file was generated, the file will be automatically downloaded. As well, a dialog with a link to the file will appear, and an email with the link will be sent to you. Before clicking the download link within the email, make sure you are logged into your Wild Apricot account as an administrator, and in admin view.
One of our design partners offers QuickBooks for Wild Apricot, a service that simplifies and automates the export of Wild Apricot invoices, customers and payments into QuickBooks Desktop and QuickBooks Online.
Exporting line items to QuickBooks Online
You can export line items for invoices displayed on your invoices list to a spreadsheet file that can then be imported into QuickBooks Online. The spreadsheet will consist of one row for each line item, including any extra charges.
Currently, the quantity for line items is set to 1 regardless of the actual quantity ordered. The quantity ordered will be included in the item description.
From the Export dialog, you can choose the invoice details you want to be exported, including tax rate. Included in the export file are the following columns used by QuickBooks Online:
- Due date (defaults to Invoice date + 30 days)
- Terms (defaults to Net 30)
- Location
The following fields are required and cannot be deselected:
- Invoice #
- Full name
- Invoice date
- Due date
- Item amount
Please not that the settings on the QuickBook export settings dialog do not apply when exporting to QuickBooks Online.
One of our design partners offers QuickBooks for Wild Apricot, a service that simplifies and automates the export of Wild Apricot invoices, customers and payments into QuickBooks Desktop and QuickBooks Online.
Generating the spreadsheet file
To generate the spreadsheet file to be imported into QuickBooks Online, follow these steps:
- Filter your invoices list to display only those invoices you want to export.
- Click the Export dropdown and select the Export line items for QuickBooks Online option.
- On the screen that appears, choose which fields to include in the export file. Make sure that Due date is selected.
- Click the Export button.
While the export file is being generated, you can click the Continue working button and safely switch to another Wild Apricot admin screen. Once the file is generated, you'll receive an email with a link to the file.
If you waited until the export file was generated, the file will be automatically downloaded. As well, a dialog with a link to the file will appear, and an email with the link will be sent to you.
Before clicking the download link within the email, make sure you are logged into your Wild Apricot account as an administrator, and in admin view.
Importing into QuickBooks Online
Once you've generated the spreadsheet, you can import it into QuickBooks Online.
Make sure to add any new items as products or services to QuickBooks before importing.
To import the generated spreadsheet into QuickBooks Online, follow these steps:
- Log into your QuickBooks Online account.
- From Accountant view, click the Settings icon and choose the Import data option.
- From the Import Data screen, choose the Invoices option.
- On the screen that appears, click the Browse button and choose the .CSV file you exported from Wild Apricot.
- Optionally, you can check the Add new customers to QuickBooks checkbox to add any customers appearing in the Full name column to QuickBooks.
- Click Next to continue.
- On the screen that appears, map the columns in your spreadsheet to your fields in QuickBooks Online. Note: The Service Date field is not included in the spreadsheet.
- Click Next to continue.
- On the next screen, map the tax rate in your spreadsheet to a tax jurisdiction in QuickBooks then click Next to continue.
- If some of your items do not already exist in QuickBooks, an error message will appear and you will be prompted to add the items and try importing again.
- If all your items already exist in QuickBooks, a summary of your pending import will appear. To proceed with the import, click Complete import.
- Once the import is completed successfully, a confirmation message will appear.
Exporting invoice details to QuickBooks Desktop
You can export invoice details and other financial information to QuickBooks Desktop.
Information on individual line items are not included in the export file. As well, taxes are not listed separately but included in the invoice totals.
For instructions on exporting to QuickBooks Desktop, click here.
