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.

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

Running an Export

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

Importing into QuickBooks

QuickBooks Desktop:

1. Open QuickBooks → File → Utilities → Import → IIF Files
2. Select the downloaded IIF file
3. 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.

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.