Toolfy generates QuickBooks-compatible CSV exports containing invoices, customers, line items, payments, and financial summaries. Download as ZIP archive (Business plan) or use the API response (all plans) to import into QuickBooks Desktop or Online.
Export formats available
CSV bundle (JSON response)
Solo, Team, Business plans
Returns JSON with CSV content for each file. Copy-paste into spreadsheet or parse with code.
ZIP archive
Business plan only
Download one ZIP file containing all CSVs. Unzip and import into QuickBooks Desktop or Online.
JSON backup
Business plan only
Full data export in structured JSON for custom integrations or archive purposes.
What's included in the export
invoices.csvInvoice number, customer name, date, total, status, currency.
customers.csvCustomer ID, name, email, phone, address details.
invoice_lines.csvLine items (description, quantity, rate, amount) for each invoice.
payments.csvPayment date, amount, method, invoice reference, Stripe charge ID.
financial_summary.csvTotal revenue, outstanding, refunds, payment breakdown.
How to export and import
Navigate to Reports → Exports in Toolfy to generate your export.
- Download ZIP export from Toolfy → Reports → Exports.
- Extract ZIP to see 5 CSV files (invoices, customers, lines, payments, summary).
- Open QuickBooks → Import → Invoices → Browse for `invoices.csv`.
- Map Toolfy columns to QuickBooks fields (Customer Name, Invoice Date, Total, Status).
- Import invoice_lines.csv next to populate line item details.
- Import payments.csv to reconcile received payments against invoices.
- Review financial_summary.csv to verify totals match your Toolfy dashboard.
Column mapping guide
When importing into QuickBooks, map Toolfy columns to QuickBooks fields using this reference:
| Toolfy column | QuickBooks field | Notes |
|---|---|---|
invoice_number | Invoice No. | Unique identifier for each invoice. |
customer_name | Customer | Must match existing QuickBooks customer or create new. |
invoice_date | Invoice Date | Format: YYYY-MM-DD. |
total | Amount | Invoice total in major currency units (e.g., 150.00). |
status | Status | Map to Open, Paid, Overdue, or Refunded. |
Plan limitations
Solo & Team
Access: CSV bundle (JSON API response)
Limitation: No ZIP download—copy CSV content manually or use API.
Business
Access: CSV bundle + ZIP archive + JSON backup
Limitation: None—full export access.
Using the JSON backup format
JSON export (Business plan only) provides structured data for custom integrations, data warehouse import, or long-term archiving. It includes:
- Full invoice, customer, payment, and line item data in nested JSON.
- Financial summary with totals and breakdowns.
- Metadata (org ID, currency, export timestamp).
- Suitable for parsing with Python, Node.js, or data pipeline tools.
Access via Reports → Exports → Download JSON or API call to/api/exports/quickbooks?format=json.
Troubleshooting
403 Forbidden error
- ZIP and JSON exports require Business plan. Upgrade in Settings → Subscription.
- CSV bundle (JSON response) is available on Solo and Team plans.
- Check current plan limits in Reports → Exports page.
QuickBooks import fails
- Verify customer names in Toolfy match QuickBooks exactly (case-sensitive).
- Check date format is YYYY-MM-DD (QuickBooks requires ISO format).
- Ensure currency code matches your QuickBooks company currency (GBP, USD, EUR).
- Import customers.csv first, then invoices, then payments for cleanest mapping.
Missing payments in export
- Only Stripe payments with charge IDs are included in payments.csv.
- Manual payments (cash, check) appear in invoice totals but not in payments.csv.
- Refunded payments show in payments.csv with negative amounts.
Need help with QuickBooks import?
Email support@toolfy.io with a screenshot of the QuickBooks import error and a sample row from your CSV. Include your Toolfy plan so we can verify export access.