At a Glance

• The Solution: Use SaasAnt's Download (Export) feature to extract Invoice transactions into a clean Excel/CSV format.

• The Key Benefit: Get a flat database file with invoice statuses, due dates, and open balances—ideal for building custom AR aging schedules or collections follow-up lists outside QBO's standard reports.

• Quick Steps: Quick Access Dashboard > Download (Export) > Select Invoice > Search > Download.

Getting Started

• Install: Get SaasAnt Transactions from the QuickBooks App Store and start a free trial.

• Connect: Securely authorize the connection to your QuickBooks Online company. We do not store your customer data; we simply process the transfer.

How to Export Invoices Step-by-Step

1. Navigate to Download (Export)

From the Quick Access dashboard (your default home screen), click the Download (Export) button listed in the main menu.​

2. Select Entity

In the Transaction/List dropdown, select Invoice.​

3. Select Date Strategy

Choose the date type that matches your goal:​

• Search By Transaction Date: Exports based on the invoice date, the date the invoice was issued. Use this for revenue reporting and period-end close.

• Search By Created Date: Exports based on when the invoice was entered into QuickBooks. Use this to audit recent billing activity or identify backdated invoices.

• Search By Last Updated Date: Exports based on when the record was last modified. Use this to identify invoices recently updated—for example, those where a payment was applied or a line item was edited.

4. Set Date Range & Format

• Range: Enter your start and end dates.

• Format: Use the dropdown inside the date box to pick your preferred format (e.g., MM/DD/YYYY).

5. Select Template

In the Use Saved Template dropdown, leave it as Simple Mapping for a standard export.

• Tip: Create a custom template if you need it for your reporting workflow using the Add new template option.

6. Configure Filters & Search

Use the advanced filters to isolate specific invoices:​

• Due Date: Use the date picker to find invoices maturing within a specific window—useful for weekly collections reviews.

• Total Amount Range: Enter a From Amount and To Amount to target high-value or low-value invoices specifically.

• Balance Range: Filter by the remaining open balance. Set From Amount to 0.01 to export only unpaid or partially paid invoices, excluding fully paid ones from the results.​

• Status: Filter by Open, Overdue, or Paid to target your export precisely. Open means the invoice has a balance but is not yet past due. Overdue means the invoice is past its due date with an outstanding balance.

• Customer: Enter a customer name to pull all invoices for a specific account.

• Reference No: Input a specific invoice number to locate a single transaction.

• Show Records From (Start At): Use this to chunk large exports. If you need to export 5,000 records, run 1–2,500 first, then run a second search starting at 2,501.

Click the Search button to preview results.​

7. Review & Download

After clicking Search, the data preview grid will load:​

• Check Status: Verify the Status column shows the correct mix of Open, Overdue, and Paid invoices you expected.​

• Verify Balances: Scan the Balance column to confirm that unapplied amounts look correct before downloading.

• Total Records: Check the "Total records found" count to confirm the expected volume.

• Select Format: Click the Download button at the bottom right, choose .xlsx (Excel) or .csv, and the file will download.​

Automate with Backup

The steps above are for manual exports. If you need a regular AR snapshot for weekly collections reviews or month-end close, use the Backup module.

• Set it and forget it: Schedule daily, weekly, or monthly exports.

• Delivery: Have files automatically sent to email, FTP, or storage integrations without logging in.

Why export invoices with SaasAnt?

• Custom AR Aging: Export all open invoices with due dates and build a custom aging schedule in Excel (0–30, 31–60, 61–90, 90+ days) that goes beyond the default QBO report format.

• Collections Management: Filter for overdue invoices by customer and amount to prioritize follow-up activity and manage cash flow more proactively.​

• Migration: Move your full invoice history—including line items—to a new QBO company file or another accounting system without data loss.​

FAQ

How do I export only unpaid invoices?

Use the Status filter and select Open or Overdue, or use the Balance Range filter and set the From Amount to 0.01 to exclude fully paid invoices from the results.​

Does the export include partially paid invoices?

Yes. Partially paid invoices appear with a status of Open and show the remaining balance in the Balance column.​

Can I use this file to migrate invoice data to another QBO company?

Yes. The export format is natively compatible with SaasAnt's Import feature for migration purposes.