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Export to QuickBooks Desktop using Transaction Pro

To export bill, payment and vendor credit integration files directly from the Tipalti Hub to QuickBooks Desktop, we recommend using Transaction Pro, a 3rd-party connector, to facilitate the process. QuickBooks Desktop does not support direct CSV import, so a 3rd-party connector is required.

Tipalti does not support export of payee files to QuickBooks Desktop, so any existing payees in Tipalti should already exist in QuickBooks Desktop before you begin this process. If new payees are linked to bills, they are automatically added to QuickBooks Desktop during the bill file transfer process.

Transaction Pro does not support applying vendor credits to a payment, so you need to do this action manually in QuickBooks Desktop.

Follow the steps below to export integration files to QuickBooks Desktop.

Step 1. Export your file from the Tipalti Hub
  1. Configure your file integration template.
  2. Export the file that you want. Tipalti has validated the following fields.

    Bill and vendor credit fields

    payment (bill payment) fields
    Company name* Payee name
    Invoice date Transaction date
    Invoice amount Bill RefNumber
    Invoice number Payment method
    Description Payment order ref. code
    Account name Bill amount
    Address 1*  
    Address 2*  
    City*  
    State*  
    Zip*  
    * These fields apply to new vendors when importing a bill.
Step 2. Complete all pages in the Transaction Pro Import Wizard
  1. On the welcome page:
    1. For the "Select your file source" field, ensure that "File" is selected.
    2. Click "Browse" and select the file that you want to import.
    3. For "Field", select "Comma" as the field delimiter.
    4. Keep the "Record" field as is (i.e., CR/LF).
    5. For "Import Type", select the data transaction type (Bill, Bill Payment, Vendor Credit).
    6. Click "Next".

      7. Transaction Pro import wizard

      You can click "Options" to customize how Transaction Pro handles and imports your data.

  2. On the "File Contents" page:
    1. Ensure that "File has field names in the first row" is selected.
    2. If you need to edit the content, you can either double-click a field to change the data or select the relevant rows and click “Delete Selected Rows” to delete the rows that you do not want to import.
    3. Click “Next”.

      4. Transaction Pro file contents

      Any change that you make on this window will affect the data that is imported.

  3. Map fields:
    1. In "Import File Columns", select the column header in your import file that corresponds with the adjacent QuickBooks field (first column).

      2. Transaction Pro field mapping list

    2. If you need to set a constant value for a QuickBooks field, in the "Static Value/Formula" column, enter the value. This value will be applied to each row in the imported file.
    3. Click "Next".

      4. Transaction Pro field mapping

      Transaction Pro automatically saves the mapped file so that it can be used for future imports of the same file type (Default location: Documents/Transaction Pro Importer 8.0). To save the file in a different location, click "Save As". To use a different mapped file, click "Load Map".

    4. If a validation error occurs, a warning message like the one below indicates the field that needs to be corrected. Click "OK" to proceed.

      5. Transaction Pro warning messages

  4. On the "Import file fields mapped to QuickBooks fields" page:
    1. Click "View in Larger Grid" to make any corrections to data that failed validation.

      2. View in Larger Grid button in the Transaction Pro wizard

    2. Rows with invalid data display in bold, and the cells with the invalid data are highlighted yellow. Correct the data and click "Save".

      3. Edit mapped field in the Transaction Pro wizard

    3. Click "Next".

  5. On the "QuickBooks Item Settings" page, configure the settings to complete the import process.

    1. For the "Item Type" field, select "Other Charge".
    2. For the "Account" field, select an account that you do not use often in your general ledgerA general ledger (GL) is used for recording transactions related to business assets, liabilities, equity, revenue and expenses..
    3. Click "Finish".

      4. QuickBooks Item Settings page in Transaction Pro Wizard

  6.  Once transfer is complete, a transaction log generates a list of transactions that failed to import.
    1. Click "OK".

      2. Transaction Pro Import confirmation dialog

    2. Review the log and click "Save" to keep a copy for your records.

      3. Transaction Pro does not automatically save the log.

      Import log

      The file is imported to QuickBooks Desktop.