SaasAnt Transactions Desktop enables QuickBooks Desktop users to export payments efficiently in bulk. This guide provides clear steps to export your payments 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 Payments from QuickBooks Desktop

Step 1: Download, Install, and Connect SaasAnt

Before exporting payments, 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 Payment as the QuickBooks transaction type to focus on payment 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 payment was originally entered into QuickBooks or last edited.

• Transaction Date is the payment date on the transaction.

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 payment fields.

To customize, click the “+” icon, select desired fields (for example: customer name, payment date, payment method, deposit to account, amount, reference number, memo, applied invoices), name the template, and save it for reuse.

Step 5: Apply Filters (Optional)

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

• Account: Select the account linked to the payment (for example: Undeposited Funds, Accounts Receivable, or a bank account like Checking) to export only the payments associated with that account.

• Customer: Filter by one or more customers to export payments received from specific clients.

• Reference No: Use this to narrow results to specific payments by reference number. You can also use the Operation field to control how the reference value is matched.

To apply a filter:

• Choose the filter on the left, select the value, then click Add or Update Filter.

• Your applied filters appear under Current Filter Choices.

• To remove one filter, select it and click Remove Selected Filter.

• To remove everything, click Clear Filters.

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 or DD/MM/YYYY for compatibility with other systems.

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

• Show Transaction Lines: Include detailed applied lines where available, or export summary-level payment data.

• Show Account Numbers: Add numeric account codes alongside names for cleaner review and reconciliation.

Toggle settings on or off as needed.

Step 7: Run Search

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

Step 8: Review and Download Results

SaasAnt displays payments 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 payment data before use.

Step 9: Schedule Recurring Exports (Optional)

SaasAnt offers automated scheduling for regular payment 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 or 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.