Accounting Export

Inkvoice can export your invoices, payments and expenses as CSV files formatted for import into QuickBooks Online or Xero. It's a one-way hand-off — Inkvoice does not sync data back — so you can keep invoicing in Inkvoice while your accountant books the figures in their ledger.

How it works

Open Reports → Accounting Export and:

1. Choose a target format — QuickBooks Online or Xero.
2. Pick a date range. The presets respect your fiscal-year start month setting.
3. (Xero only) Optionally set the sales/expense account codes.
4. Download a CSV for each dataset you need: Invoices, Payments, Expenses.

What's exported

• Invoices — finalized invoices (sent, paid, partially paid, overdue, complete), filtered by issue date, one row per line item grouped by invoice number. Drafts, voided invoices and credit notes are excluded.
• Payments — recorded payments, filtered by payment date, as a bank-statement-style CSV you import to a bank/clearing account and reconcile against the invoices.
• Expenses — expenses, filtered by expense date, mapped to bills / purchases.

Conventions

• Native amounts. Figures are exported in each document's own currency, with a Currency column. QuickBooks/Xero perform any currency conversion on their side — there is no base-currency consolidation here.
• ISO dates. Dates are YYYY-MM-DD. If your accounting organization expects a different date format, adjust it during import.

Xero account codes & tax types

Xero's invoice/bill import requires an Account Code and Tax Type on every line, which Inkvoice can't know from your chart of accounts. The export fills them with safe defaults you should review:

• Account Code — taken from the export panel (default 200 for sales, 400 for expenses). Change these to match your Xero accounts.
• Tax Type — Tax Exempt for zero-rate lines, otherwise Tax on Sales / Tax on Purchases. The actual tax value is always in the TaxAmount column. Adjust the tax type to match your org's configured rates if needed.

Column mappings

Invoices → Xero (Sales Invoices)

Xero column	Inkvoice field
ContactName	Customer name
EmailAddress	Customer email
POAddressLine1 / POCity / PORegion / POPostalCode / POCountry	Customer address
InvoiceNumber	Invoice number
Reference	Invoice notes
InvoiceDate	Issue date
DueDate	Due date
Description	Line item description
Quantity	Line quantity
UnitAmount	Line unit price
AccountCode	Sales account code (default 200)
TaxType	Derived from the line tax rate
TaxAmount	Line tax amount
Currency	Invoice currency

Invoices → QuickBooks Online (Invoices)

QuickBooks column	Inkvoice field
InvoiceNo	Invoice number
Customer	Customer name
InvoiceDate	Issue date
DueDate	Due date
Item(Product/Service)	Blank — map a default product/service on import
ItemDescription	Line item description
ItemQuantity	Line quantity
ItemRate	Line unit price
ItemAmount	Line total
Currency	Invoice currency
Taxable	Y/N from the line tax rate
TaxRate	Line tax rate

Payments → Xero (Bank Statement)

Xero column	Inkvoice field
Date	Payment date
Amount	Payment amount
Payee	Customer name
Description	Invoice <number>
Reference	Payment reference (falls back to invoice number)

Payments → QuickBooks Online (Bank Transactions)

QuickBooks column	Inkvoice field
Date	Payment date
Description	<Customer> - Invoice <number> (reference)
Amount	Payment amount

Expenses → Xero (Bills / Purchases)

Xero column	Inkvoice field
ContactName	Vendor
InvoiceNumber	Receipt reference
InvoiceDate / DueDate	Expense date
Description	Expense description
Quantity	1
UnitAmount	Expense amount (pre-tax)
AccountCode	Expense account code (default 400)
TaxType	Derived from the tax rate
TaxAmount	Expense tax amount
Currency	Expense currency

Expenses → QuickBooks Online (Bills)

QuickBooks column	Inkvoice field
BillNo	Receipt reference
Supplier	Vendor
BillDate / DueDate	Expense date
Account	Expense category
LineDescription	Expense description
LineAmount	Expense total
Currency	Expense currency

Importing the files

• QuickBooks Online: Settings (gear) → Import data → Invoices, Bills, or Bank transactions.
• Xero: Business → Invoices / Bills → Import for invoices and bills; Accounting → Bank accounts → Import a Statement for payments.

Because account and tax mapping vary by organization, review the imported data in QuickBooks/Xero before finalizing.