Export your data to QuickBooks

Once QuickBooks is connected and your data is linked, you can send your TenantLedger records — charges, payments, bills, bill payments, miscellaneous transactions, and refunds — into QuickBooks Online with a few clicks. Export is manual and one-directional: you choose what to send, and TenantLedger pushes it to QuickBooks. It never pulls data back or changes your TenantLedger records.

Before you start

• QuickBooks must be connected. See Connect QuickBooks.
• Your data must be linked (see the next section). Records that aren’t linked can’t be exported, and the export will tell you exactly what’s missing.

Step 1 — Link your data (one-time setup)

Linking tells QuickBooks which of its records each of your records corresponds to, so amounts land in the right place.

1. On the QuickBooks settings page, click Open link wizard.
2. Work through each link type — the wizard groups them into sections:
   • Accounts — your TenantLedger chart-of-account categories matched to QuickBooks accounts.
   • Customers — your tenants matched to QuickBooks customers.
   • Vendors — your vendors matched to QuickBooks vendors.
   • Banks — your bank accounts matched to QuickBooks bank/payment accounts.
   • Items — your charge types matched to QuickBooks items.
3. For each row, link it to the matching QuickBooks record (or create the match). A linked row shows a green Linked badge; an unlinked row stays blank until you link it. You can change a link later from the same wizard.

You only have to do this once, then keep it up to date as you add new accounts, tenants, or vendors.

Step 2 — Send your records

1. In the top navigation bar, click the Settings gear, then click Settings (or use Settings in the left sidebar).

2. Click the QuickBooks tile.

3. Under Export your financials, click Manually send to QuickBooks.

4. Use the filter area to narrow the list:

   • Status — choose Needs to be Exported (the default) to see records not yet sent, or All, Up to Date (already sent and unchanged), or Needs to be Updated (sent, then edited in TenantLedger).
   • Type — All, or a single type: Bill, Bill Payment, Charge, Payment, Miscellaneous Transaction, or Refund.
   • Date Range — required; pick the period you want to review.

5. Click Search to load the matching records.

6. Review the list, then export the records you want sent to QuickBooks.

What you’ll see

Each record carries a status label so you always know where it stands:

• Needs to be Exported (red) — not yet sent to QuickBooks.
• Up to Date (blue) — already sent, and unchanged since.
• Needs to be Updated (yellow) — sent before, then edited in TenantLedger, so QuickBooks is out of date until you re-export it.

A success message confirms each record that was sent, and exported items move to Up to Date so they won’t be sent twice. If a record can’t be exported — most often because something it depends on (an account, customer, or vendor) isn’t linked yet — you’ll see a clear error naming exactly what to link first.

Tips

• If an export fails because something isn’t linked, go back to the link wizard, match the missing item, then return and try the export again.
• Use the Needs to be Updated status to find records that changed in TenantLedger after they were first exported, so QuickBooks stays accurate.
• Export in batches by Type and Date Range if you have a lot of history — it’s easier to review what went across.
• A nightly auto-sync option may appear on the QuickBooks settings page for some accounts. It’s off by default and not enabled for every plan; manual export is the standard, reliable way to send your data, and it never re-tries on its own so you stay in control.

Related articles

• Connect QuickBooks
• Run a report (overview)