Articles on: Invoicing & Payment

How do I export invoices to my accounting system if I don't use Xero?

This article is intended for WriteUpp users that DON'T USE Xero as their accounting system

If you don't use Xero you can manually export your financial information from WriteUpp into your chosen accounting system like Quickbooks or Kashflow. This article explains how you do this.

Before you get started

Make sure that you can import data into your chosen accounting system. Below are links to a couple of articles explaining how to import invoices into a few of the more common systems:

Import your invoices into Quickbooks
Kashflow: Import Invoices CSV

In most cases, the approach is very similar:

Download a template, normally in .csv format
Populate the template with data from the source system (in this case WriteUpp)
Map the data you've exported from WriteUpp and import it into your chosen accounting system

If you are unsure please check with your provider before going any further.

Mandatory Fields

In most cases you will be required to provide a certain number of mandatory fields in the template. Most commonly:

Invoice Number
Customer Name
Invoice Date
Due Date
Ex VAT Amount
VAT Rate/Code

Invoice Numbers

If your template requires you to provide an invoice number and you've been using your accounting system for some time, it's important that the invoice numbers you provide (from WriteUpp) don't clash with the invoice numbers you have been using in your accounting system.

The easiest way to minimise the risk of this happening is to set your starting invoice number in WriteUpp to a very high number that won't conflict with your accounting system. This article explains how you do this -> How do I change the starting invoice number?. Choose a suitably high invoice number like 1000000 and each invoice you create in WriteUpp from this point on will increment up by 1.

Exporting your invoices from WriteUpp

Exporting invoices from WriteUpp is very straightforward. To do this follow these steps:

Click on the main menu top-left and choose Finance -> Invoices. You will see a list of all invoices for the past 90 days

In most cases you will want to export invoices monthly and for the previous full month. To do this specify the date range that you want to export and click on the blue Update button. In the example below we're viewing the invoices for August 2022:

Click on the Export to Excel or Export to CSV button at the bottom of the view

Importing your invoice data into your chosen accounting system

Each system is different but in most cases they provide a tool that allows you to open the file you have exported from WriteUpp. Using this tool you map the contents of the file to the corresponding fields in your accounting system. Once you have completed the mapping process you can proceed with your import.

For detailed information on how to import data into your accounting system please contact your accounting system provider or check out their help centre

What should I do if the fields required by my accounting system don't match those provided by WriteUpp?

In nearly all cases the WriteUpp export will provide you with the data that you need to import your invoices into your preferred accounting system. The exception might be the VAT Rate or Tax Code. If you need to provide this information follow these steps:

Repeat the steps in "Exporting your invoices from WriteUpp" (above) but make sure you click on Export to Excel
Open the file you have exported in Excel or Google Sheets
Insert a new column between the "VAT" and "Inc. VAT" columns and give it the heading "VAT Rate". If you've not changed the structure of the export file this will be Column G
Move the cursor to the cell below (G2) and enter this formula =f2/e2
In the same cell (G2) specify the cell format as a % rather than a number. This should result in the cell saying something like 0% or 20% instead of 0 or 0.2.
Copy this cell down the entire column. The resulting spreadsheet should look something like this:

In Excel or Google Sheets export the file as a .CSV file and go through the mapping/import process described above

This approach doesn't sync the data between WriteUpp and your chosen accounting system, so if you change it in either system it will be out of sync. We recommend using this method to avoid re-keying your invoices from WriteUpp to your chosen accounting system. Once you have imported your invoice data you should manage it in your accounting system.

Updated on: 09/02/2023

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