QuickBooks Export

TrueGrade exports cost actuals in QuickBooks IIF format, enabling your bookkeeper or accountant to import project costs directly into QuickBooks without manual data entry.

Export Format

TrueGrade generates a standard QuickBooks IIF (Intuit Interchange Format) file containing:

Vendor transactions (invoices)
Expense accounts mapped from TrueGrade cost codes
Project / job codes
Transaction dates, amounts, and reference numbers

Configuring the QuickBooks Mapping

Before exporting, map TrueGrade cost codes to QuickBooks expense accounts and job names under Cost Intelligence → QuickBooks Export → Mapping.

TrueGrade Field	QuickBooks Field
Cost code	Expense account
Project name	Job / Customer:Job
Vendor / Subcontractor	Vendor name
Invoice number	Ref Number
Invoice date	Date

Mappings are saved and reused for future exports. If you add new cost codes, add their mappings before the next export.

Running an Export

QuickBooks IIF export is available on Business and Enterprise plans.

Navigate to Cost Intelligence → QuickBooks Export
Select a date range (typically the billing month)
Select which projects to include
Select transaction types to include (invoices, receipts, payroll, or all)
Click Generate IIF
Download the .iif file

Importing into QuickBooks

QuickBooks Desktop:

Open QuickBooks → File → Utilities → Import → IIF Files
Select the downloaded IIF file
Review the import summary for errors

QuickBooks Online: QuickBooks Online does not natively support IIF import. Use a third-party tool such as Transaction Pro Importer or Zed Axis to import the IIF file, or ask your accountant to handle the import via QuickBooks Desktop and then sync.

Always test an IIF import against a QuickBooks backup before importing to a live file. Once imported, transactions must be manually deleted from QuickBooks — IIF does not support rollback.

Preventing Duplicate Imports

TrueGrade tracks which actuals have been included in a previous IIF export. By default, subsequent exports only include new actuals since the last export. You can override this and re-export a date range, but the import summary in QuickBooks will flag duplicate reference numbers.