Export Invoices to Quickbooks Desktop

How to Export Invoices from Radio Workflow and Import to QuickBooks

Prerequisite Check

Before exporting invoices from Radio Workflow, take the following steps to ensure the settings are configured correctly:

  1. Log in to your Radio Workflow account.
  2. Go to Settings in the top right corner.

Check Station Scope Settings

  1. In the Settings page, click on Stations.
  2. Scroll down to find the QuickBooks Gross Billing option.
  3. By default, the account used for gross billing is named "Gross Billing". You can change this by entering a new value in the field provided.

Check Global Scope Settings

  1. In the Settings page, click on Global Settings.
  2. Scroll down to the following options: Discount Account, Agency Commission Account, Trade Credit Account, Fee Account, and the line references for Discount Agency Commission, Credit, Fee, and Package Line.
  3. You can modify these settings to match your preferences.

Export Invoices from Radio Workflow

  1. After configuring the settings, go to the Billing tab and click on Invoices.
  2. Click on Run Report to generate a report of your invoices for the month.
  3. Apply any additional filters as needed on the left side of the page.
  4. Once you are satisfied with the invoice report, click on Export QuickBooks IIF File.
  5. You will then have the option to open or save the IIF file.

Import IIF File to QuickBooks

Once you have the QuickBooks IIF file from Radio Workflow, import it into your QuickBooks Desktop software. Follow the steps outlined in this QuickBooks Support Article to import the IIF file.

Set Item Line Options in Radio Workflow

You can choose how the item lines are displayed in the exported invoices by following these steps:

  1. Go to Settings and then click on Global Settings.
  2. Scroll down to QuickBooks Item Lines Desktop.
  3. Choose either Summary or Detail to display an invoice in summary form or with every individual spot listed with details.

Set Spot Type Item Reference

By default, the spot type description is used as the item reference for the exported invoices. You can override this by following these steps:

  1. Go to Settings and then click on Spot Types.
  2. Click on a spot type to open the settings.
  3. By default, the item reference will be the spot type description. To override it, enter the desired reference in the provided field and click Save.

You have now successfully exported your invoices from Radio Workflow and imported them into QuickBooks.