Fuel Relay can write your fuel in the file QuickBooks Online imports invoices from. You download it here and upload it in QuickBooks yourself. Fuel Relay doesn’t sign in to QuickBooks or send it anything.
From Reports
- Open Reports › By contractor and pick the dates.
- Press QuickBooks CSV.
- Open the file in a spreadsheet and fill in ItemRate (your price per gallon) and ItemAmount on each line. Fuel Relay leaves them empty, and QuickBooks needs the amount.
- In QuickBooks: Settings › Import data › Invoices. Upload the file and pick the MM/DD/YYYY date format.
The file has one invoice per contractor and a line per fuel type, with the gallons as the quantity. Like the rest of Reports, it counts logs awaiting review and reviewed logs, not logs you sent back.
From Invoices
If you use prices and invoices, export those instead: they come with your prices. On Invoices, press QuickBooks, pick the issue dates and press Download CSV. Each invoice also has its own QuickBooks CSV button. Void invoices are left out, and tax comes in as a line of its own, so the totals match.
Before the first import
- Sales tax must be off in QuickBooks. It imports invoices from a file only while its own sales tax is off.
- Each fuel type is a product or service in QuickBooks, spelled as your fuelers log it (for example ULSD). Add any it doesn’t have yet.
- Contractors become customers. Names must match, or tick “Add new customers” on the import screen.
- To keep Fuel Relay’s invoice numbers, turn on custom transaction numbers in QuickBooks. Otherwise it gives the invoices its own numbers.