Siteline + QuickBooks Enterprise Integration Guide

This guide covers how the integration works, what needs to be configured before export, and how to export invoices from Siteline during your monthly billing workflow.

Siteline’s QuickBooks Enterprise integration is a file-based integration. After your QuickBooks Enterprise integration is enabled in Siteline, you can download invoice information from Siteline as an .IIF file and import that file into QuickBooks Enterprise.

This workflow helps your team move invoice details from Siteline into QuickBooks Enterprise without manually recreating invoices line by line.

Siteline supports two export workflows:

Before exporting invoices to QuickBooks Enterprise, your team needs to configure QuickBooks defaults in Siteline.

Setup is intended for an accountant or someone familiar with your QuickBooks Enterprise account structure. No IT involvement is required.

You’ll need to know the exact names used in QuickBooks Enterprise for:

The names entered in Siteline must exactly match the names in QuickBooks Enterprise. If an account is a sub-account, include the parent and sub-account separated by a colon.

For example:

Accounts Receivable:Progress Billing

After Siteline enables your QuickBooks Enterprise integration, you’ll configure your default QuickBooks settings in Siteline.

To set your company defaults:

These company-level settings act as the default values for invoice exports. You can override them on individual projects when needed.

Siteline maps to one Invoice Item for progress billing and one Invoice Item for retention.

If your invoice export includes separate line items, each progress billing line item will use the same QuickBooks progress invoice item configured in Siteline. If your invoice export is collapsed into a single lump sum, one progress invoice item will be exported.

If retention is included in the export, Siteline will add a retention line item using the retention invoice item configured in your QuickBooks settings.

Only one A/R account can be used. The A/R account in Siteline must map to an account with the Accounts Receivable type in QuickBooks Enterprise. All other accounts must be a different account type for the file to import properly into QuickBooks Enterprise.

After your company defaults are configured, you can review or override the QuickBooks settings for each project.

[Insert image: QuickBooks project setup in Siteline]

By default, new projects will use the company-level QuickBooks settings. During project setup, you can change the QuickBooks values if a project needs different accounts or items.

You can also add the QuickBooks customer and job names if they differ from the names used in Siteline. This is important because the customer and job names in Siteline must match the corresponding names in QuickBooks Enterprise for the import to work properly.

If you need to update these values later, you can do so from the project settings.

Use this workflow when you want to export one pay application at a time.

Open the pay application you want to export, then go to the Invoice tab.

At the top of the Schedule of Values, click the export icon.

Select Export to QuickBooks Enterprise (.iif).

On the export screen, review the invoice number and export options.

By default, the invoice number uses the project number and pay application number separated by a hyphen.

For example:

1930-01

You can change the invoice number before downloading the file. The invoice number can be up to 20 characters.

You can also choose whether to:

Once all required information is complete, click Download.

Siteline will download an .IIF file for the pay application. After the file downloads, import it into QuickBooks Enterprise.

Use this workflow when you want to export multiple submitted pay applications at once.

From the Reporting tab, click Import/Export in the top-right corner.

Then select Export to QuickBooks.

Choose the project invoices you want to export.

Only submitted pay applications are available for export.

Click Next to download the .IIF file.

Once the file downloads, import it into QuickBooks Enterprise.

The QuickBooks Enterprise export uses the customer, job, item, and account information configured in your company and project QuickBooks settings.

Depending on the export options selected, the exported invoice can include:

Make sure the QuickBooks account, item, customer, and job names entered in Siteline match the names in QuickBooks Enterprise exactly.

If an account is a sub-account, use the parent account and sub-account name separated by a colon.

Example:

Accounts Receivable:Progress Billing

If a project needs different QuickBooks values than your company defaults, update the project’s QuickBooks settings before exporting invoices.

This is especially important when the customer or job name in Siteline differs from the customer or job name in QuickBooks Enterprise.

If your team exports multiple invoices after submitting monthly pay applications, use the bulk export workflow from the Reporting tab.

If you only need to export one pay application, use the single invoice workflow from the Invoice tab.

Check that the account, item, customer, and job names entered in Siteline match QuickBooks Enterprise exactly.

Also confirm that the A/R account entered in Siteline maps to an Accounts Receivable account type in QuickBooks Enterprise.

Review the project’s QuickBooks settings first. Project-level settings can override the company-level defaults.

If the project settings are blank or unchanged, review the company-level QuickBooks settings.

Only submitted pay applications are available for bulk export. Confirm that the pay application has been submitted before trying to export it.