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QuickBooks Export

Export completed projects to QuickBooks and keep accounting in sync

QuickBooks Export

DrillerDB moves project and invoice data into QuickBooks two ways: a one-click QuickBooks IIF export from the Reports page for QuickBooks Desktop, and a live QuickBooks connection (Online or Desktop Web Connector) managed from Settings and Accounting.

Quick Start: Export completed projects (IIF)

  1. Open Reports from the navigation (Data group).
  2. Scroll to Operational Exports.
  3. On the QuickBooks IIF card, click Download IIF.
  4. In QuickBooks Desktop, choose File > Utilities > Import > IIF Files and select the downloaded file.
  5. Completed projects import as invoices.

The IIF export is a manual, one-file-at-a-time hand-off for QuickBooks Desktop. For automatic, ongoing sync of invoices, proposals, and payments, set up the live QuickBooks connection instead (see below).

One-click IIF export

The QuickBooks IIF card on the Reports page exports your completed projects as invoices in tab-separated IIF format - the import format QuickBooks Desktop understands. The file downloads to your browser; you then import it in QuickBooks via File > Utilities > Import > IIF Files. Nothing is sent to QuickBooks automatically with this method - it is a manual export.

Live QuickBooks sync

For continuous sync, connect QuickBooks once and let DrillerDB push data as it changes:

  • Connect - go to Settings > Integrations and connect QuickBooks Online, or connect QuickBooks Desktop through the Web Connector wizard. Full setup steps are in QuickBooks Online Integration.
  • Sync behavior - the Accounting > Settings page controls automatic sync: turn auto-sync on or off, choose whether invoices and proposals sync automatically, and set job-site sales tax by well location.
  • Queue a full sync - once connected, you can queue a full sync of all eligible records from Accounting Settings.
  • Monitor - Accounting > Sync Status shows the QuickBooks Desktop connection state, queue depth (pending, in-flight, failed), recent job history, and Force-sync / Retry-failed controls.

What syncs

The live connection keeps customers, invoices, and payments aligned between DrillerDB and QuickBooks. When a customer doesn't yet exist in QuickBooks, DrillerDB creates one from your contact record. Line items on the project export as invoice line items.

Choosing an approach

  • IIF export - simplest hand-off when you only need to move completed projects into QuickBooks Desktop occasionally and don't want a live connection.
  • Live sync - best when you want invoices and payments to stay current automatically without repeated manual imports.

Troubleshooting

IIF import errors - confirm you are importing into QuickBooks Desktop (IIF is a Desktop format) and use File > Utilities > Import > IIF Files.

Live sync not running - open Accounting > Sync Status. Check the connection state and failed-job count, then use Retry-failed, or reconnect from Settings > Integrations if the connection dropped. For QuickBooks Desktop, remember the Web Connector polls on its own schedule, so a forced sync takes effect at the next poll.

Customer or item conflicts - verify customer names and email addresses match, and that referenced products/services exist in QuickBooks.

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