QuickBooks Export

Simplify Your Accounting Workflow

Workstaff’s QuickBooks Export helps you move from invoices to accounting exports in minutes. Here’s what it provides:

• Reliable exports: Generate supplier and bill files directly from your Workstaff invoices.
• Map data in QuickBooks: Keep account and tax-code fields aligned with your QuickBooks setup.
• Less manual work: Reuse your existing staff and invoicing data to prepare import-ready files.

QuickBooks Export lets you export data from the Invoices view and import it into QuickBooks Online (QBO):

• a Suppliers file (.xlsx)
• a Bills file (.csv)

QuickBooks and Workstaff notions

Before diving into the QuickBooks export, it is important to clarify some notions.

In Workstaff, self-employed / contractors staff can submit invoices to receive payments. In QBO, those staff are called suppliers and the invoice document is called a bill.

QBO requires each bill's line item to be associated with an expense account. This notion does not exist in Workstaff but can be linked to earnings code, and requires a manual mapping to be done beforehand.

1. Configure Expense account mapping

In the add-on configuration, you must map each Workstaff earnings code (wages, premiums) to a QBO expense account name. The expense accounts are managed in QBO under Accounting > Chart of accounts.

There is also a "Default" mapping that will be used for the line items with an empty or non-mapped earnings code.

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This mapping fills the *Account column in the bill export.

warning

If an invoice line earning code is not mapped, the bill export will be blocked until the mapping is completed.

2. Download Suppliers and Bills from Invoices

From the Invoices view, use the QuickBooks export actions to download Suppliers and Bills

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QBO provides a checkbox to add non-existing suppliers directly from bill import, but this option is limited. We recommend importing suppliers first and then the bills.

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QBO supports a detailed import, but Workstaff will only fill specific columns that can be mapped with the system. The rest of the columns are left blank but can be edited manually after export.

How suppliers columns are populated

• Name: staff full name
• Company: staff business name
• Email: staff email
• Phone: staff phone number
• Street: staff business address

warning

Company is by default the one provided by the staff as Business Name. This can be overridden in the staff profile under Employment > Business Information. The address is only managed by the staff.

How bills columns are populated

• *BillNo: the format is employee_number-invoice_number, for example 0324-WS0046.
• *Supplier: staff business name
• *BillDate and *DueDate: invoice date
• *Account: value from Expense account mapping
• LineDescription: invoice line description
• *LineAmount: invoice line amount
• *LineTaxCode: tax code (or Exempt for non-taxable lines)

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Fields with an asterisk (*) are mandatory in the export.

3. Tax behavior

Workstaff does not calculate QuickBooks taxes during export.

• Workstaff provides a tax code in *LineTaxCode.
• The amount of tax is not computed by Workstaff in the export file.
• In QBO, make sure tax codes exist and match what you use in Workstaff. See the next section for detailed instructions.

4. Access the import menu in QBO

In QuickBooks Online:

1. Click the Gear icon (top right).
2. Go to Tools > Import data and select the import flow you need, either Suppliers or Bills.
3. After selecting the import flow, provide the file you downloaded from Workstaff. QBO will map the data and import it.

Precisions on suppliers import

The last step of the supplier's import is a recap of the data. You can add final modifications or remove lines. Any error, like duplicates, will be highlighted in red.

Precisions on bills import

During the column mapping, you will be asked for:

• The date format. Select D/M/YYYY.
• The tax calculation. Select Exclusive of tax.

The next step will be tax mapping, where you will be asked to match each tax code of the file to a QBO tax code.