Getting the Most out of QuickBooks™ and ShootQ

ShootQ's ability to generate online invoices and collect payments securely is a convenient way to automate and simplify some of the most tedious parts of running a business. In order to further simplify your billing, ShootQ now enables you to export your paid invoices to QuickBooks™ through our QuickBooks™ Export feature!

Using the QuickBooks™ Export Feature

There are two different types of files exported from ShootQ: Invoices & Payments.

Invoices

Invoices can be exported as soon as a shoot is booked.  This allows you to track your receivables in QuickBooks™.  Invoices can be exported a number of ways:

• From the invoice - From the Billing & Legal section of a shoot, view the invoice by clicking any of the View buttons under the Payments Due section.  On the invoice, download the QuickBooks™ version of that invoice by clicking the "Download to QuickBooks" link.  If any payments are already applied, a zip file will be downloaded containing the invoice export file and an export file for each payment made.
• Paid Invoices report - From the Business tab, click the billing link.  Under the Invoice Reports section in the lower-right, is the Paid Invoices report.  Select the appropriate date range and click "QuickBooks" button to download only those invoices that are paid in full.  A single "invoices.iif" file will be downloaded.
• All Invoices By Due Date - From the Business tab, click the billing link.  Under the Invoice Reports section in the lower-right, is the All Invoices By Due Date report.  Select the appropriate date range and click "QuickBooks" button to download all invoices, whether paid or unpaid.  A single "invoices.iif" file will be downloaded.

Payments

Payments can be exported as they are received in ShootQ.

• From the invoice - From the Billing & Legal section of a shoot, view the invoice by clicking any of the View buttons under the Payments Due section.  On the invoice, download the QuickBooks™ version of that invoice by clicking the "Download to QuickBooks" link.  If payments are already applied, a zip file will be downloaded containing the invoice export file and an export file for each payment made.
  
• Payment History report - From the Business tab, click the billing link.  Under the Invoice Reports section in the lower-right, is the Payment History report.  Select the appropriate date range and click the "QuickBooks" button to download payments received in the date range.  A single "payments.iif" file will be downloaded.

Important Notes and Precautions

Before using this feature, there are several things to be aware of, and some precautions we would encourage you to take.

1. Prior to importing any invoices from ShootQ into QuickBooks™, you should always make a backup of your QuickBooks™ "company file" as a precaution.

2. Upon importing invoices into QuickBooks™, several new accounts will be created in your QuickBooks™ file to keep your imported ShootQ data organized. These accounts are:

• ShootQ Income – insert description of account here
• ShootQ Accounts Receivable – insert description of account here
• ShootQ Sales Tax Payable – insert description of account here
• ShootQ Shipping – insert description of account here
• ShootQ Undeposited Funds – insert description of account here
• ShootQ Cost of Goods Sold – insert description of account here

3. If an invoice is imported into QuickBooks™ more than once, it will appear in your QuickBooks™ company file more than once, so be careful to avoid duplication.

Best Practice Recommendation: We recommend importing an invoice once the shoot is booked in ShootQ.

4. Imported payments will not automatically be associated with their imported invoices.  This is a limitation of the QuickBooks import format. For more information, please refer to the Intuit knowledge base article about QuickBooks import capabilities.

5. QuickBooks™ does not support the import of customer email addresses, but phone numbers and mailing addresses are supported.

6. Fees collected by your merchant account are not exported as part of ShootQ's invoices. If you would like to have these fees be a part of your QuickBooks™ records, you will need to manually input those fees.

7. All "Product" items on invoices will be imported into QuickBooks as "non-inventory items". This prevents the ShootQ Cost of Goods Sold from being imported into QuickBooks.

10. Quickbooks Online does not support importing IIF files!

11. We have only tested this on Quickbooks for USA. This has NOT been tested for Quickbooks Canada.

QuickBooks™ reporting and download features are provided for your convenience only. These features are provided "as is" without warranty of any kind, either expressed or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ShootQ shall not be liable for any damages or costs of any type arising out of or in any way connected with your use of QuickBooks™. QuickBooks™ is a registered trademark of Intuit Corporation.

Updated Nov. 22, 2011