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Dispatch Anywhere | How to Transfer Invoices from Dispatch Anywhere to QuickBooks Desktop

Step-by-step guide to connecting Dispatch Anywhere with QuickBooks Desktop, matching services and accounts, and exporting invoices.

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Written by Jonathan Roberts

Overview

This article explains how to connect Dispatch Anywhere (DA) to QuickBooks Desktop and transfer invoices between the two systems. It covers enabling QuickBooks in your DA settings, matching service and account names, and running the export.

Before you start

  • You need a company administrator account in Dispatch Anywhere.

  • QuickBooks Desktop must be installed on the computer that will run the exporter.

Step 1: Log in to Dispatch Anywhere Settings

Go to the Dispatch Anywhere Settings page and log in with your company administrator account.

Note: You must use an administrator account. Standard user accounts cannot access this setup.

Step 2: Turn on QuickBooks and download the desktop client

  1. Select Company in the left toolbar.

  2. Click the QuickBooks tab.

  3. In the drop-down menu, select QuickBooks Desktop.

  4. A download button appears. Use it to download the QuickBooks Desktop exporter application.

Step 3: Match Dispatch Anywhere services to QuickBooks item names

  1. Select Services in the left toolbar.

  2. Pick a service. A QuickBooks Item Name field appears.

  3. Enter the matching QuickBooks item name for each service.

Note: Item names must match exactly, including capitalization and spacing. If a "QuickBooks Item Name" field is left blank, the exporter skips that service and will not transfer it. Services cannot be grouped under a service category in QuickBooks.

Step 4: Match Dispatch Anywhere account names to QuickBooks customer names

  1. Select Accounts in the left toolbar.

  2. Pick a customer account. A QuickBooks Account Name field appears.

  3. Enter the matching QuickBooks customer name for each account.

Note: Customer names must match exactly, including capitalization and spacing. If a "QuickBooks Account Name" field is left blank, the exporter skips that account and will not transfer it.

Step 5: Transfer invoices to QuickBooks

  1. Open the QB Exporter application downloaded in Step 2.

  2. Log in with your Dispatch Anywhere username and password.

  3. Select a division and a date range of invoices to send to QuickBooks.

  4. Run the export. Any errors during transfer appear in the log.

Note: The exporter only transfers invoices that have been created or posted. It does not transfer payments from Dispatch Anywhere.

FAQ

Why didn't a service or account transfer?
Check that its QuickBooks Item Name or QuickBooks Account Name field is filled in and matches the QuickBooks name exactly.

Does this export payments?
No. The exporter only transfers created or posted invoices, not payments.

Can services be grouped under a category in QuickBooks?
No, service names cannot be grouped under a service category in QuickBooks.

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