Export to QuickBooks or your accountant

1. Export one project

1. Open the project and choose the Funding tab.

2. Under Accounting export, choose the From and To dates.

3. Choose Prepare files.

4. Choose QuickBooks Online file or Detailed file to save it.

2. Export every project for your company

1. Open Settings.

2. Find Accounting export with your company's name.

3. Choose the From and To dates, then Prepare files.

4. Choose QuickBooks Online file or Detailed file to save it.

It covers the projects where you hold the Owner, GC or Sub seat for that company. A teammate's seats are in the teammate's own files.

3. The dates

From and To start at the first of this month and today. Change either one to any day. Both days are included.

A payment is dated the day the money settled, in US Central time. If From is after To, no files are made.

If nothing settled in those dates, the files hold their column names only.

4. The QuickBooks Online file, column by column

• Date: the day the money settled, written month, day, year, like 10/20/2026.
• Description: what the money was and the project's name, like Payment received with the pay app number, Retainage release received, VisiPay platform fee or Funding deposit.
• Amount: money in is positive and money out is negative, from your company's side. A payment to you shows the full payment as money in, and VisiPay's fee on its own row as money out. Together they come to what reached your bank account.

5. The Detailed file, column by column

• Date: the day the money settled, written year first, like 2026-10-20.
• Project: the project's name.
• Pay app: the pay application's number. Blank for a funding deposit or a retainage release.
• Line: the scope lines in that payment, separated by semicolons. A Sub sees only its own lines.
• Payee company: the company that was paid.
• Gross: the payment before VisiPay's fee.
• Fee: VisiPay's fee taken from the payment. Blank where your seat does not see a fee.
• Net: what moved, money in positive and money out negative. The Net column adds up to the Amount column of the QuickBooks Online file.
• Retainage withheld: your retainage withheld from that payment, to be paid when the project is closed.
• Retainage released: your retainage paid out to you when the project is closed.
• Settlement reference: the financial institution's reference for the money. On a payment to you, it is the one printed on your lien waiver.
• Waiver reference: the reference of the lien waiver for that payment.

6. Bring the QuickBooks Online file into QuickBooks Online

These are QuickBooks Online's own steps for uploading a bank transactions file, from Intuit's help article Manually upload transactions into QuickBooks Online. If your screen looks different, that article has Intuit's current steps.

1. In QuickBooks Online, go to All apps, then Accounting, then Bank transactions.

2. If you see a tile for the account you keep for this money, select it.

3. Select the Link account dropdown, then select Upload from file. If the account is not connected to online banking, you may see Upload transactions manually instead.

4. Select Drag and drop or select files, pick the QuickBooks Online file you saved from VisiPay, then select Continue.

5. In the QuickBooks account dropdown, select the account for this money, then select Continue. If there is none, choose Add New to make one.

6. Match the columns: Date to Date, Description to Description and Amount to Amount. The dates are written month, day, year. Then select Continue.

7. Select the transactions you want to bring in, then select Continue.

8. Select Yes, then select Done.

QuickBooks Online takes up to 1,000 lines and 350 KB in one upload. If your file is bigger, export shorter date ranges and upload each file. Use date ranges that do not overlap, so no payment comes in twice.

7. Only settled money

Only settled money is in either file. A payment still on its way is left out until the financial institution confirms it.

Once it is confirmed, it is in the files under the day it settled. If you exported those dates before then, export them again.

8. What each seat sees

• Owner: the project's deposits as money in, and each payment to the GC as money out, at the amount the Owner sees on the Funding tab.
• GC: only the payments made to your own company, each at its gross with VisiPay's fee as money out, and your own retainage.
• Sub: only the payments made to your own company, the same way, with your own lines.
• No file shows a figure your seat does not already see on the project. Inspectors and banks get no file.

Questions

Email support@visipay.io and a person on our team will answer.