SaasAnt Transactions Desktop enables QuickBooks Desktop users to export invoices efficiently in bulk. This guide provides clear steps to export your invoices seamlessly.

Prerequisites

Ensure you have administrative access to QuickBooks Desktop and a stable internet connection for the initial setup. Verify that your QuickBooks company file is open and updated to the latest version.

Steps for Exporting Invoices from  QuickBooks Desktop

Step 1: Download, Install, and Connect SaasAnt

Before exporting invoices, set up the SaasAnt Transactions Desktop application.

• Download: Visit the Saasant.com website and download the SaasAnt Transactions Desktop application.

• Install: Run the installer file and follow the prompts to complete installation on your computer.

• Connect: Launch the SaasAnt application, then connect it to your QuickBooks Desktop company file using the on-screen instructions to authorize data access.

Step 2: Configure Export Settings

• Access the Export module in SaasAnt Transactions Desktop after connecting to QuickBooks.

• Select Invoice as the QuickBooks transaction type to focus on invoice data.

Step 3: Set Date Range

Choose the date type with two options: Created/Modified Date or Transaction Date.

• Created/Modified Date refers to when the invoice was originally entered into QuickBooks or last edited.

• Transaction Date is the business date on the invoice itself (e.g., when the sale occurred).

Select a range using the custom date picker, or pick from quick options like Today, From yesterday, Last 7 days, Last 30 days, etc,.

Step 4: Set Export Template

• Use the default SaasAnt template for standard invoice fields.

• To customize, click the “+” icon, select desired fields (e.g., customer details, amounts), name the template, and save it for reuse.

Step 5: Apply Filters (Optional)

Filters help you precisely target specific invoices, reducing the dataset for faster exports and better focus.

• Account: Select one or multiple invoice accounts (e.g., Accounts Receivable or specific income accounts) to include only relevant transactions.

• Customer: Filter by individual customers, customer types, or groups to export invoices for specific clients.

• Reference No (From-To): Enter an invoice number range (e.g., INV-1000 to INV-2000) to pull sequential or targeted invoices.

• Status: Choose All for complete results, Open for unpaid invoices, or Paid for settled ones.

Apply filters sequentially.

Step 6: Adjust Settings

Customize the export output via settings to match your reporting or integration needs.

Date Format: Switch between formats like MM/DD/YYYY, DD/MM/YYYY for compatibility with other systems.

Show Customer/Vendor by Account Number: Display customer/vendor IDs instead of names for reference-based matching.

Show Transaction Lines: Include detailed line items (items, quantities, rates) or summarize at header level.

Show Account Numbers: Add numeric account codes alongside names for precise account reconciliation.

Show Unapplied Payments: Reveal partial payments not yet linked to specific invoices.

Toggle settings on/off as needed.

Step 7: Run Search

Click Search to retrieve matching invoices based on your criteria. Review the preview before proceeding to export.

Step 8: Review and Download Results

• SaasAnt displays invoices matching your date range, filters, and settings.

• Select your preferred format: Excel for spreadsheets with formulas or CSV for simple data import elsewhere.

• Click Download to export the file to your computer. Verify the downloaded file contains all expected invoice data before use.

Step 9: Schedule Recurring Exports (Optional)

SaasAnt offers automated scheduling for regular invoice exports without manual intervention.

• Provide a Report Name for easy identification.

• Set Frequency as Daily, Weekly, Monthly, or use a Cron Expression for advanced scheduling.

• Specify the export Time.

• Choose Export Mode: Local folder, FTP/SFTP server, Email delivery, or Database connection.

• Select the destination Folder and File Format (Excel or CSV).

• Click Save to activate the schedule. Monitor scheduled jobs via the SaasAnt dashboard for status and logs.