Exporting Service Data

RepairShopPro provides a very flexible capability for transferring invoice data to other common formats such as Plain Text Files, Excel Spreadsheets and QuickBooks Import (.IIF) files.

Exporting to Plain Text Files and Excel Spreadsheets

Selecting "Export Invoice Data" from the "Utilities" menu will bring-up the File Exporter utility. To setup an export, begin by selecting the columns of interest from the "Column Select List" on the left. Then using the mover buttons, insert the columns you want to appear in the output file into the output columns list. Next choose the output file type from the radio buttons below. If you choose Text file, you will also be prompted to select a text qualifier and column delimiter. The text qualifier is the character used to distinguish non-numeric data. The column delimiter is the character used to separate columns. The last thing to do is set a date range for the closed invoices being exported. Once all the parameters are set, select "Write File" button and file will be written to your chosen location.

* Note: MS Excel or MS Office does NOT have to be installed on the user's machine to import or export spreadsheets.

Exporting Invoice Data to QuickBooks

* Note: QuickBooks will also import invoice data from spreadsheets exported from RepairShopPro.
* Note: Last tested in QuickBooks 2019

(1) QuickBooks can take some time importing large IIF files. It's best to limit your exports to weekly or monthly cycles. Please be patient and let it run until it confirms completion. It will not crash. A progress bar will keep your informed.

(2) If you import an invoice that already exists in the system, QuickBooks will give you the option to ignore it. However, it will still import the payment resulting in a credit balance for subject customer. If this happens, just delete the extra payment and the customer balance will return to 0.

(3) Discounts are not supported. Invoices transfer without discount applied. However, the value of the discounts for a given period can be obtained using the Invoice Summary or Monthly Totals report. Use this value to reconcile the balance.

(4) Separate labor and sales tax rates must match. If you're applying both labor and sales tax, the rates must match.

The QuickBooks export utility will produce a QuickBooks compatible import file (*.IIF) that can be used to transfer your Customer, Invoice Numbers and Payments to your accounting system. Before doing so you must setup your QuickBooks accounts. To do this, go to Global Settings and specify your account prefix on the "Shop" tab. The account prefix is used to uniquely identify your shop accounts so they don't conflict with other accounts. For example, if you set prefix to "ABACD", the following accounts will be created in QuickBooks:

  • ABACD_Accounts Receivable
  • ABACD_Labor:Retail
  • ABACD_Labor:Sublet
  • ABACD_Labor:HAZMAT Removal
  • ABACD_Parts:Stocked
  • ABACD_Parts:Old Stock
  • ABACD_Parts:Not Stocked
  • ABACD_Parts:Shop Supplies
  • ABACD_Inventory Asset
  • ABACD_Cost of Goods Sold
  • ABACD_Sales Tax Payable

Now your ready to begin. Select "Create QuickBooks File" from the "Utilities" menu and you will be prompted to set a date range. This marks the beginning and end dates for the range of closed invoices being exported. Next you will be prompted to set the name and location of the output file. Now select the "Save" button and the export process begins. Allow the system to run until you receive a confirmation message. It may take some time, so please be patient. It will not bomb-out.

In QuickBooks, select File->Import->IIF File to read import file into the currently open business. Depending on the number of invoices exported, this may take some time so be patient. When it completes, open the Customer screen and you will see an invoice number and payment for each transaction. Next, go to "Chart of Accounts" and notice "Accounts Receivable" is 0 (all invoices paid) and the total for all invoices residing in "Undeposited Funds". The other accounts are there for future reference.