Fuel delivery logs to QuickBooks Online, as an import file

In Reports, open By contractor, pick the dates and press QuickBooks CSV, next to the PDF, CSV and Excel exports. The file has:

• One invoice per contractor. Every fueler and truck that delivered to that contractor in those dates, with VANTEX and Vantex counted as one.
• A line per fuel type. ULSD and Dyed Diesel stay on separate lines, with the number of fills in the line's description.
• The gallons as the quantity. From logs awaiting review and reviewed logs. Logs you sent back to the fueler are left out until they come back fixed.
• Your price, added by you. The rate and amount are left empty, because QuickBooks needs an amount and Fuel Relay doesn't know your price. Fill them in, then import.

Each invoice is dated the last day of the range, with the terms "Due on receipt". The file is a CSV in the columns of Intuit's own sample import file.

If you turn on the optional prices and invoices, the invoices you issue in Fuel Relay export the same way, with the prices in. Use QuickBooks on the Invoices page for every invoice issued in some dates, or QuickBooks CSV on one invoice. Each line carries the fuel type, the gallons, your price per gallon, the amount and the day of the delivery. Tax goes on as a line of its own, so the total in QuickBooks is the total you issued. Voided invoices are left out.

1. In QuickBooks Online, open Settings › Import data › Invoices and upload the file.
2. Pick the MM/DD/YYYY date format on the import screen, then import.

Before the first import, set QuickBooks up once:

• Sales tax off. QuickBooks imports invoices from a file only while its own sales tax is off.
• A product or service for each fuel type. Spelled as your fuelers log it, like ULSD. QuickBooks puts a line with an unknown item on its own generic item.
• Contractors as customers. Names must match your QuickBooks customers, or tick "Add new customers" on the import screen.
• Your invoice numbers, if you want them. Turn on custom transaction numbers in QuickBooks to keep Fuel Relay's numbers. Otherwise QuickBooks numbers the invoices itself.

QuickBooks takes at most 1,000 lines and 100 invoices from one file. If your dates hold more, Fuel Relay says so and asks for fewer dates rather than give you a file QuickBooks would refuse. The step-by-step version is in the help center: exporting to QuickBooks Online.

Fuel Relay doesn't sign in to QuickBooks, push invoices into it or read anything back from it, such as which invoices are paid. Nothing is sent to Intuit. The file sits on your computer until you upload it, and you can open it in a spreadsheet first to check every line.

The QuickBooks file is free with the office dashboard, like the other exports. You pay only for fueler seats (see pricing). For everything else the dashboard does, see the features.