# 18. Export to QuickBooks

The [Export to QuickBooks](https://autosoftware.company/QuickBooksScope.php) screen turns one day's business into a single journal entry for QuickBooks Online. For the day you choose it lists what came in through each payment method, what was paid out of the day's cash, the net sales, sales tax, certificate and state fees, the deposits taken and applied and the cost of the inventory used, each as a debit or a credit with the kind of account it belongs in, and lets you map every line to an account in your QuickBooks chart of accounts. One click then posts the day to QuickBooks as a journal entry dated that day. Use it after closing so the books in QuickBooks match ARM without re-keying, and again when a day's figures change and its entry has to be replaced.

## How do I see the day's journal lines?

1. From the Home Screen, click Reports → Sales & Financial Reports → Export to QuickBooks.
2. Click the Date box or its calendar icon and pick the day. The page opens on today and reloads as soon as a date is chosen; days after today, or before your store's restriction date, cannot be picked. The × beside the box clears the date.
3. Click Search to recalculate the table for that day. A green Data Already in QuickBooks label beside the button means the day has already been sent.
4. Read the amounts under DEBIT and CREDIT, down to the TOTAL row at the foot.

![Export to QuickBooks date, Search and Data Already in QuickBooks label](/images/s165_994a0f70.png)
*Export to QuickBooks date, Search and Data Already in QuickBooks label*

## How do I connect ARM to QuickBooks?

1. From the Home Screen, click Reports → Sales & Financial Reports → Export to QuickBooks.
2. Click Connect to QuickBooks. Sign in to Intuit, choose your company file and approve access. You return to this screen, the ACCOUNT # column now shows a dropdown on every line, and Save Account Mappings and Send to QuickBooks replace the connect button.
3. The connection lasts about an hour in this browser session. When Connect to QuickBooks appears again, click it and sign in again.

## How do I map the lines to my QuickBooks accounts?

1. From the Home Screen, click Reports → Sales & Financial Reports → Export to QuickBooks, and connect if Connect to QuickBooks is showing.
2. Pick a day on which every line you use is present, for example a day with card purchases of outside parts and saved End of Day figures, because only the lines shown on the screen are saved.
3. In ACCOUNT # on each line, choose the QuickBooks account; the list shows each account's number and full name from your chart of accounts. Choose NA for a line you do not want posted.
4. Click Save Account Mappings. The message Account mappings saved successfully! confirms it. The mappings are shared by everyone in the store and are used every time a day is sent, so repeat this after any change; a changed dropdown that is not saved is ignored when sending.

## How do I send a day to QuickBooks?

1. From the Home Screen, click Reports → Sales & Financial Reports → Export to QuickBooks, pick the Date and connect if needed.
2. Check the lines and the TOTAL row, then click Send to QuickBooks. ARM creates one journal entry in QuickBooks dated that day, with one line for each account line; lines set to NA and lines with no amount are left out. The message Journal Entry Created Successfully in QuickBooks. confirms it and the Data Already in QuickBooks label appears for the day.
3. To correct a day, change the figures in ARM, pick the day again and click Send to QuickBooks once more; ARM removes the entry it made earlier and posts a new one in its place.
4. If the message reads QuickBooks Error: followed by a reason, QuickBooks rejected the entry, most often because a line is mapped to an account it cannot post to or the debits and credits do not agree; fix the mapping or the day's figures and send again. Not authenticated with QuickBooks. Please connect first. means the connection has expired; click Connect to QuickBooks and try again.

![Export to QuickBooks journal lines for one day](/images/s165_aa350513.png)
*Export to QuickBooks journal lines for one day*

## How do I check that the day's debits and credits balance?

1. From the Home Screen, click Reports → Sales & Financial Reports → Export to QuickBooks, and pick the Date.
2. Start with the money that came in, under DEBIT. CASH DEPOSIT is the cash payments taken that day (on invoices finalized that day, deposits on open invoices, fleet account receipts and cash gift card sales, less cash refunds) minus the outside part purchases, shop paid-outs, parts and oil paid in cash that day. Example (06-03-2025): CASH DEPOSIT $704.62.
3. Add the other deposit lines, one per payment method, each being that method's payments taken that day less its refunds, then PRIOR DEPOSITS APPLIED (money taken earlier on invoices finalized today) and the cash-spent lines OPP PAID FROM CASH FROM SALES and SHOP PAID OUT PAID BY CASH FROM SALES. Example: FLEET CHARGE DEPOSIT (sales charged to fleet accounts) $111.05 and ATM-VISAMC DEPOSIT $3,604.85, every other line $0.00. Debits so far: $704.62 + $111.05 + $3,604.85 = $4,420.52.
4. Now what the money was for, under CREDIT: NET SALES of the invoices finalized today less refunds, SALES TAX, the fee and certificate lines, FUTURE DEPOSITS RECEIVED (payments taken today on invoices not finalized today) and PRIOR FLEET CHARGE RECEIVED. Example: NET SALES $4,165.21 + SALES TAX $255.31, the rest $0.00 = $4,420.52, the same as the debits.
5. COST OF INVENTORY PARTS USED (debit) and INVENTORY USED (credit) carry the same figure, the stock cost of the parts used on today's finalized invoices, and COGS OPP PAID FROM OTHER PAYMENT METHOD (debit) equals the sum of the OPP CREDIT FROM … lines (credit), so each pair adds equally to both sides. Example: both inventory lines $0.00; COGS OPP PAID FROM OTHER PAYMENT METHOD $114.99 against OPP CREDIT FROM BUS. CHECK BOFA $114.99.
6. If End of Day figures were saved for the day, the lines at the foot balance each other in the same way: the second CASH DEPOSIT (debit) equals CASH DRAWER DECREASE plus CASH OVER (credit), or is matched by CASH DRAWER INCREASE and CASH SHORT on the debit side. Example: CASH DEPOSIT $95.38 = CASH DRAWER DECREASE $94.91 + CASH OVER $0.47.
7. Compare the two figures in the TOTAL row. Example: debits $4,420.52 + $114.99 + $95.38 = $4,630.89; credits $4,420.52 + $114.99 + $94.91 + $0.47 = $4,630.89. When they do not agree, look for a line shown on the opposite side because its value is negative. QuickBooks will reject an entry whose totals differ.

![Export to QuickBooks TOTAL row with matching debit and credit totals](/images/s165_88bb8801.png)
*Export to QuickBooks TOTAL row with matching debit and credit totals*

## About this screen

Each line shows the ACCOUNT DESCRIPTION, the ACCOUNT # (the QuickBooks account the line is mapped to, filled in only while connected), the ACCOUNT TYPE (the kind of account the line belongs in, such as BANK ACCOUNT, REVENUE or LIABILITY) and the amount under DEBIT or CREDIT. The debit lines are the money that came in and the cash that went out: CASH DEPOSIT is the cash collected that day less the outside part purchases, shop paid-outs, parts and oil bought with cash that day; one … DEPOSIT line for each other payment method your store uses, such as VISA DEPOSIT or FLEET CHARGE DEPOSIT (sales charged to fleet accounts), is the payments taken that day by that method, including deposits on open invoices, fleet account receipts and gift card sales, less refunds; PRIOR DEPOSITS APPLIED is the money taken before that day on the invoices finalized that day; OPP PAID FROM CASH FROM SALES and SHOP PAID OUT PAID BY CASH FROM SALES are the outside part purchases and paid-outs settled from the drawer. The credit lines are what the money was for: NET SALES of the invoices finalized that day less refunds, SALES TAX, GIFT CARD SOLD (when your store sells gift cards), SMOG CERTIFICATES USED, STATE BATTERY TAX FEE, STATE TIRE TAX FEE, BRAKE / LAMP TEST CERT USED, STATE VEHICLE INSPECTION CERT USED, FUTURE DEPOSITS RECEIVED (payments taken that day on invoices not finalized that day) and PRIOR FLEET CHARGE RECEIVED (payments received on fleet accounts). COST OF INVENTORY PARTS USED (debit) and INVENTORY USED (credit) carry the same amount, the cost of the stock parts used on the day's finalized invoices. COGS OPP PAID FROM OTHER PAYMENT METHOD (debit) and one OPP CREDIT FROM … line per purchase method (credit) record the outside parts bought for the day's invoices with a card or account rather than cash. When the day's End of Day figures have been saved from the Home Screen, extra lines appear: a second CASH DEPOSIT with the difference between the bank deposit you counted and the cash ARM expected, CASH DRAWER INCREASE or CASH DRAWER DECREASE, and CASH SHORT or CASH OVER. The TOTAL row adds each column; a line whose value is negative is shown on the opposite side. QuickBooks accepts the entry only when the two totals agree.

The screen has no Print or Download button; the record of the day is the journal entry in QuickBooks. The QuickBooks Client ID, Client Secret and Company ID that make the connection possible, and an optional QuickBooks location stamped on every line, are entered once by your administrator on the QuickBooks setup page. The Add To Favorites switch beside the heading saves the screen under Favorites on the Reports page. Which reports you see depends on your admin group permissions.