How to setup Transaction Pro for QuickBooks

The Transaction Pro Importer enables you to export Bills from Procurify to QuickBooks Desktop and QuickBooks Online. Once the initial connection and mapping have been set up, you can easily export your Bills to QuickBooks.

Ensure that no one is accessing the QuickBooks Account during the setup process, in order to access single-user mode. Please review Transaction Pro's QuickBooks Troubleshooting article if you experience issues with setup.

Note: Transaction Pro has a web application for QuickBooks Online.

In QuickBooks, Log in as the Administrator in single-mode user. This is required for Transaction Pro.
In Procurify, navigate to Accounts payable → Manage Bills → Approved. Use the checkboxes to select Bills to Export or use the top checkbox to select all Approved Bills. Best Practice: We recommend exporting a single Bill to test the functionality before importing All Bills.
Click Export CSV Items. The Approved Bills .csv file will be sent to the email associated with your Procurify User. Save this file to your computer.
Open Transaction Pro. QuickBooks will open a pop-up window asking to allow Transaction Pro to access the company file.
In Transaction Pro, Select Yes, whenever the company file is open and select the Admin user as the user to connect to QuickBooks (if this pop-up does not appear this step has already been completed)
On the next pop-up page:
1. For the dropdown field titled Field select Comma
2. For the Import Type drop-down field select Bill
3. Upload the Procurify Bill CSV file by selecting Browse
Select Next. The pop-up window will display the overview of the file you are about to import.
Check the checkbox File has field headings in first row located at the bottom of the left-hand side of the pop-up window
Click Next and it will take you to the field mapping section
For each QuickBooks field on the left, click into the cell titled Import File Column on the right (Procurify data) to map the corresponding fields. See the image and links below for mapping examples. The red QuickBook fields are mandatory meaning you must match them with the appropriate Procurify column data. Continue selecting the Import File Column to map all the appropriate data points.
Select Save As to save the mapping. The .dat mapping file should be saved somewhere accessible and with a descriptive name (especially if you are creating different maps for different transaction types)
Select Next and under Item Settings, Item Type = Non-Inventory Part, Account = Uncategorized Income, then select Finish
A message will appear to tell you that the Bills have been imported into QuickBooks.
Locate the bill in QuickBooks (via the Vendor Center) to ensure all fields have been mapped correctly
Delete the test bill in QuickBooks (this is not required if using a QuickBooks test file)

Important: If the Account Code or Vendor exists in Procurify but not in QuickBooks, QuickBooks will create a new Account Code or Vendor. Ensure the values are exact matches. To change this setting, go to the first Transaction Pro page → click Options → on the Basic tab under List Items, tick checkboxes: Do not add vendors & Do not add accounts.

Notes

Once the Transaction Pro initial setup is complete, users of Transaction Pro do not need admin access but must retain read/write access to the Chart of Accounts and all sections in QuickBooks Desktop where import and export data exists.
QuickBooks Bills has two tabs: Expense and Item. Items are relevant if the QuickBooks Inventory module is used. Most customers will use Expense Accounts/Classes exclusively with no item-related mapping.
If you have the terminal server version of Transaction Pro or you would like to import Journal Entries, contact your Customer Success Manager for assistance.
Quickbooks Online does not support file attachments for syncs.

Notes

Recommended Help Articles on Transaction Pro