QuickBooks Sales Data Integration Guide – Print Reach Help Center

Overview

This guide shows how to transfer summarized Sales Data (lump‑sum sales, payments, fees) from Printer’s Plan to QuickBooks Desktop. It replaces the legacy QuickBooks_Integration.pdf and reflects the 2024 Printer’s Plan release. The workflow keeps Accounts Receivable in Printer’s Plan while mirroring revenue totals in QuickBooks.

Info: If you need individual invoices and open balances inside QuickBooks, follow the Invoice Data Export process instead.

How It Works
Key Points
Demonstration (Video)
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How It Works

The export is completed in two configuration stages (Printer’s Plan and QuickBooks) followed by the export/import procedure. Each step below explains why the setting is required and how to configure it.

1. Configure in Printer’s Plan

Select default export options

Go to Settings › Third‑Party Integration › QuickBooks.

Data to Export: Sales – creates one journal entry per posting.
Export Type: IIF File or Direct Connect.

QuickBooks Settings window

Data to Export – Sales

Tip: For Direct Connect, install the QuickBooks Foundation Class v13 on the QuickBooks workstation.

Map accounts, departments & payments

Align Printer’s Plan tables with QuickBooks:

QuickBooks Accounts – add account numbers or exact names.
Sales Departments – link each department to an income account (and optional class).
Payment Types – map to QuickBooks deposit/asset accounts.

QuickBooks Accounts table

Important: Account numbers (or names) must match QuickBooks exactly. A mismatch will create duplicate accounts on import.

Sales Departments table

2. Configure in QuickBooks

Chart of Accounts

Create or confirm the income and asset accounts referenced by Printer’s Plan.

Chart of Accounts

Income accounts example

Info: QuickBooks shows Undeposited Funds as a special type, but its actual account type is “Other Current Assets.” Use this type if you map payments to Undeposited Funds.

Enable (optional) Class Tracking

Use Class Tracking

Create a new class

Create required vendor and customer

Vendor: ALLTAXES → link to Sales Tax Payable
Customer: Sales → receives daily sales entry

ALLTAXES vendor

Sales customer

3. Export & Import Procedure

Step A – Post Completed Orders

Only posted jobs appear in the Posting Journal. See Posting Orders to History & A/R.

Posting Journal

Step B – Select Postings & Export

Open Reports › Posting Journal.
Add a date or posting number filter.
Select postings and click Export.

Find Postings

Posting list

Export button

Step C – Import into QuickBooks

Direct Connect (real‑time)

Direct Connect export window

Important: Keep QuickBooks open and back up the company file before confirming Direct Connect import.

Export confirmation

IIF File (manual)

Save IIF file

IIF export success

Import via File › Utilities › Import › IIF Files:

Import IIF

Import window

Key Points

Sales Data export posts one journal entry per Printer’s Plan posting; A/R remains in Printer’s Plan.
Printer’s Plan setup covers export options & mapping tables; QuickBooks setup ensures matching accounts/classes.
Undeposited Funds should be created as an Other Current Assets account type.
Use IIF for manual import or Direct Connect for immediate transfer (QBFC v13 required).
Always back up the QuickBooks company file before any import.

Demonstration

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