Importing IIF Payroll Files into QuickBooks Desktop

Below are the steps to export IIF files from Smart Construction Office (screenshots and examples are from QuickBooks Desktop Enterprise 2022):

Steps to Export the IIF File from Office

1. Navigate to payroll reports using the left navigation. Click on the More Options
   
   
2. The More Options menu opens. Choose the Reports
   
   
3. The Reports dialogue opens. Choose Payroll Reports from the listing on the left side of the panel.
   
4. The Payroll Reports dialogue opens. For those enterprises that have requested the QuickBooks Desktop integration, an option will be available in Report Format which allows selection of “QuickBooks Desktop IIF”. This will export the selected payroll report in a pre-formatted IIF file format. Note that this report format is available for the following payroll type reports:
   1. Standard: Time entries summarized daily by employee, project, and wage type for the specified date range. Time entry details including Employee Name/ID, Project Name/ID, total duration, wage type, and daily approval status.
   2. Summary View: Time entries summarized by employee and wage type for the specified date range. Entries are not displayed daily or by project in this view.
   3. Detailed View: Individual time entries for each employee for the specified date range. Time entry details include Employee Name/ID, Project Name/ID, total duration, wage type, cost code, task, notes and daily approval status. In this view you may opt to check the Apply Cost Codes to Service Items box. If selected, the cost code items will be included and imported as “Service Items” into QuickBooks.

Select the desired Payroll Report Type and then choose QuickBooks Desktop IIF from the Report Format dropdown menu and click the Checkmark button.

5. The exported report will appear in the Downloads folder on your device and can now be imported into your QuickBooks Desktop account.

To Import the IIF File into QuickBooks Desktop

1. In QuickBooks Desktop, click on File in the upper navigation, then select Utilities > Import > IIF Files.
   
   
   
   
   
   
   
2. Select the IIF file that was downloaded from SC Office and click the Import IIF button.

Considerations when importing IIF files into QuickBooks Desktop

It is critically important that the configuration items between systems match for a seamless import experience. It is recommended that a small import (e.g. importing one day’s worth of data) be used to confirm that data lines up. There are certain scenarios to be aware of for the data exchange between systems:

The import status is available in QuickBooks along with counts of any associated failed records. Those failed records can be reviewed by selecting “Review Now”

Importing IIF Payroll Files into QuickBooks Desktop

 

Below are the steps to export IIF files from Smart Construction Field (screenshots and examples are from QuickBooks Desktop Enterprise 2022):

Steps to Export the IIF File from Field

1. Navigate to payroll reports using the Main Menu. Tap the icon in the upper right corner.
2. The menu opens. Choose the Reports
   
   
3. The Reports dialogue opens. Tap the Labor Reports section to expand it, then tap the Payroll Reports
   
   
4. The Payroll Reports dialogue opens. For those enterprises that have requested the QuickBooks Desktop integration, an option will be available in Report Format which allows selection of “QuickBooks Desktop IIF”. This will export the selected payroll report in a pre-formatted IIF file format. Note that this report format is available for the following payroll type reports:
   1. Standard: Time entries summarized daily by employee, project, and wage type for the specified date range. Time entry details including Employee Name/ID, Project Name/ID, total duration, wage type, and daily approval status.
   2. Summary View: Time entries summarized by employee and wage type for the specified date range. Entries are not displayed daily or by project in this view.
   3. Detailed View: Individual time entries for each employee for the specified date range. Time entry details include Employee Name/ID, Project Name/ID, total duration, wage type, cost code, task, notes and daily approval status. In this view you may opt to check the Apply Cost Codes to Service Items box.
      If selected, the cost code items will be included and imported as “Service Items” into QuickBooks.

Select the desired Payroll Report Type and then choose QuickBooks Desktop IIF from the Report Format dropdown menu and tap the Checkmark button.

5. The exported report will appear in the Downloads folder on your device and can now be imported into your QuickBooks Desktop account.

To Import the IIF File into QuickBooks Desktop

1. In QuickBooks Desktop, click on File in the upper navigation, then select Utilities > Import > IIF Files.
   
   
   
2. Select the IIF file that was downloaded from Smart Construction Field and click the Import IIF button.

Considerations when importing IIF files into QuickBooks Desktop

It is critically important that the configuration items between systems match for a seamless import experience. It is recommended that a small import (e.g. importing one day’s worth of data) be used to confirm that data lines up. There are certain scenarios to be aware of for the data exchange between systems: 

Select the IIF file that was downloaded from Smart Construction Field and click the Import IIF button

Considerations when importing IIF files into QuickBooks Desktop

It is critically important that the configuration items between systems match for a seamless import experience. It is recommended that a small import (e.g. importing one day’s worth of data) be used to confirm that data lines up. There are certain scenarios to be aware of for the data exchange between systems: 

The import status is available in QuickBooks along with counts of any associated failed records. Those failed records can be reviewed by selecting “Review Now”