Overview

As of the 2024 Printer's Plan update, businesses can now export and import payment data directly into QuickBooks Desktop. This guide walks you through setup, configuration, export workflows, program fee handling, and essential troubleshooting tips.

For exporting Sales or Invoice data, see:

How It Works

Printer's Plan Settings

To begin, open Printer’s Plan and go to Settings > Third Party Integrations > QuickBooks. In this section, you will find all the export options for QuickBooks integration.

The screenshot below shows this section within Printer’s Plan, with the Third Party Integrations folder expanded and QuickBooks selected to reveal the available options.

Export Options

In the QuickBooks settings window in Printer’s Plan, choose one of the following export types:

Sales: Exports summarized totals for payments and sales. Individual invoices or payments are not included.
Invoices: Exports detailed invoice records created in Printer's Plan.
Payments: Exports individual payment transactions.
Invoices + Payments: Exports both invoice and payment transaction data.

Export Method: This is currently limited to IIF file format, which can be imported into QuickBooks. Future updates may support Direct Connect export.

Payment Export Options

Still in the QuickBooks settings window, you can configure how Program Fees are handled during export:

Include Program Fee: Set to Yes to include Program Fees in the export file and generate a corresponding Program Fee invoice in QuickBooks. Set to No to exclude them if you record them manually or don’t charge Program Fees.
Tax Program Fee: Set to Yes if the Program Fee invoice in QuickBooks should be taxed based on the customer’s default tax rate. Set to No to leave it non-taxed.

Additional Settings

To properly categorize Program Fee payments in QuickBooks, go to Settings > Accounting > QuickBooks Accounts in Printer’s Plan and assign a valid account to the Program Fee field.

The image below shows this menu within Printer's Plan, highlighting the QuickBooks Accounts section under Accounting settings.

QuickBooks Settings

Payment Methods

Ensure that each Payment Method in Printer’s Plan exactly matches a corresponding Payment Method in QuickBooks.

Below are examples showing where to find and manage Payment Methods in both applications. The first image displays the Payment Types window in Printer’s Plan. The next two show the Payment Method list within QuickBooks, accessible under Lists > Customer & Vendor Profile Lists > Payment Method List.

Program Fee Settings

Step 1: Create a QuickBooks Income Account

Navigate to the QuickBooks Chart of Accounts and add an Income account that will be used for Program Fees. The image below shows the Edit Account screen where the Account Type is set to Income and the account is appropriately named.

Step 2: Add a Service Item for the Program Fee

Go to Lists > Item List in QuickBooks and create a new Service item. This item name must match the Program Fee name defined in Printer’s Plan.

The image below displays the New Item setup window in QuickBooks with Item Name, Tax Code, and Account fields completed. The following image shows the Printer's Plan Payment Processing window, where the Program Fee name is set under Settings > Print Reach Pay > Payment Processing.

General Accounts and Taxes

Each QuickBooks account used for exporting data must match an account configured in Printer's Plan > Settings > Accounting > QuickBooks Accounts.

The images below show how to open the Chart of Accounts menu in QuickBooks and examples of GL accounts with assigned types.

Sales Tax Configuration:

Open QuickBooks and go to Edit > Preferences > Sales Tax > Company Preferences.
Enable sales tax and configure tax items and agencies to match those in Printer’s Plan.

The images below show how to enable sales tax in QuickBooks and create a new Sales Tax Item. A final image shows the tax configuration screen from Printer’s Plan for reference.

Integration Workflow

Step 1: Export from Printer’s Plan

Navigate to Reports > Posting Journal > Regular Sales.
Select the date range and postings to export.
Click Export and select your export format (e.g., IIF).

The following image shows the Regular Sales view with the Export button selected and the Export window open.

Step 2: Import into QuickBooks

Open QuickBooks and go to File > Utilities > Import > IIF Files.
Browse to and select the IIF file exported from Printer's Plan.

The images below illustrate this process including the Import menu and the file selection screen.

After import, open the Customer Center > Received Payments in QuickBooks to view imported payments. The memo field will indicate which invoices were paid.

Program Fee Example

If you selected to include Program Fees in your export, QuickBooks will create a payment record with the fee amount included, and a corresponding invoice will be generated.

The images below show a Receive Payment window with the Program Fee memo noted and the generated invoice displaying the Program Fee as a line item with description, item code, and amount.

Key Points

Imported payments must be manually applied to invoices in QuickBooks.
Disable Automatically Apply Payments under Edit > Preferences > Payments to prevent incorrect invoice matching.
Negative payment reversals are not exported and must be entered manually.
Ensure Program Fee Items and Income Accounts in QuickBooks match those configured in Printer’s Plan.

Below is the QuickBooks Preferences window showing the Payments section where the Automatically Apply Payments setting should be disabled.

Demonstration

Watch the full video demo below to see the entire process—from exporting in Printer’s Plan to importing and verifying in QuickBooks: