Exporting to QuickBooks

HawkSoft enables you to export receipts, invoices, and credit memos from HawkSoft to QuickBooks^®.

This article describes the process for exporting transactions from the Trust Accounting Report to QuickBooks. Transactions are typically exported to QuickBooks at the end of the day, in the course of preparing funds to deposit to the agency Trust account, and/or when preparing checks to be printed from QuickBooks.

This task is typically performed by an Owner/Administrator, Manager, or Bookkeeper.

Prior to exporting any trust accounting items to a QuickBooks integration for the first time, HawkSoft strongly recommends exporting QuickBooks integration settings. See To export integration settings to QuickBooks for more information.

The process of exporting to QuickBooks can vary depending on HawkSoft integration settings. See QuickBooks Integrations for initial integration setup.

New! 7/31/25: We have improved how we export items to QuickBooks Online to ignore "Duplicate Document Number" errors. This may result in multiple invoices sharing the same document number in QuickBooks Online.

Exporting to QuickBooks Online from the Trust Accounting Report

1. Open QuickBooks and log in to your subscription.

2. In HawkSoft, run the Review Trust Accounting Report for the transactions to be exported.

   See Trust Transaction Review Overview for additional information.

3. Select the items you want to export.

   To transfer specific transactions, check the box on the far left next to each item you want to export to QuickBooks.

4. Click the Export button on the upper-right.

   The Confirm QuickBooks Export dialog will open.

5. Confirm or select the QuickBooks Online company you want to Export to.

   If the company you want to export to is not in the drop-down menu, you will need to add it to the QuickBooks Integrations tab in Trust Accounting Agency Settings.
   
   See QuickBooks Integrations for more information.

6. Click the Start Export button.

   Creating invoices in QuickBooks will result in duplicate invoice numbers.

7. These items will be moved to the QuickBooks Queue and will then be sent to QuickBooks.

   You can select Trust Accounting > QB Transfer Queue to confirm which items are pending transfer to QuickBooks.

See QuickBooks Integrations for more information on integration settings.

To Export Using QuickBooks Desktop

1. Open QuickBooks and open your agency's company file.

2. In HawkSoft, run the Review Trust Accounting Report for the transactions to be exported.

   See Trust Transaction Review Overview for additional information.

3. Select the items you want to export inside the HawkSoft Trust Accounting Report.

   To transfer specific transactions, check the box on the far left next to each item you want to export to QuickBooks.

4. Click the Export button on the upper-right.

   The Confirm QuickBooks Export dialog will open.

5. Confirm or select the QuickBooks Desktop company you want to Export to.

   If the company you want to export to is not in the drop-down menu, you will need to add it to the QuickBooks Integrations tab in Trust Accounting Agency Settings.
   
   See QuickBooks Integrations for more information.

6. Click the Start Export button.

7. These items will be moved to the QuickBooks Queue and will then be sent to QuickBooks.

   You can select Trust Accounting > QB Transfer Queue to confirm which items are pending transfer to QuickBooks.
   
   QuickBooks will automatically check for and import new transactions at a set interval determined by Intuit.

8. Optional: If you want these transactions to appear in QuickBooks sooner, you can tell QuickBooks to begin importing. See steps below.

   Manually Import Transactions to QuickBooks

   1. In QuickBooks, open the File menu and select Update Web Services.

   2. Select the Application, then click Update Selected.

      QuickBooks will check for any transactions waiting to be imported.

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