Record and Export Transactions

Recording and exporting account transactions lets your firm track money moving through its operating accounts and share that activity with an accountant or accounting software. Recording a transaction logs funds paid out of an operating account, such as a payment to a vendor on a client matter, and exporting produces a file of transactions for an account, contact, or matter. With accurate records, you can reconcile accounts and report on firm finances.

Record a transaction

You can record a transaction to track funds moving in or out of an operating account, such as a payment to a vendor, a bank fee, or any other adjustment to your account balance. If the transaction relates to a specific client or matter, completing those fields will let you track and report on it accordingly. When recording a transaction for paying a vendor for a disbursement or anticipated disbursement you can also link the transaction to the related expense to track payment status and keep your accounts accurate.

You can view recorded transactions showing funds out in the transactions table of your operating account, the bank account activity, and in client ledger and disbursement payment reports.

1. Go to Accounts and select an operating account. You can also go to the Transactions subtab in a contact or matter.
2. Click New transaction.
3. Complete the required fields.
   • Amount: Enter the amount that will be paid to the vendor as a negative number (e.g., -200).
   • Date: Select the transaction date.
   • Account: Select the appropriate operating account that the funds will be paid from.
4. Complete the remaining fields as necessary. Adding information to these fields can be useful when viewing transactions and when generating relevant reports.
   • Client and matter fields: If you want to link a disbursement or anticipated disbursement expense entry to the current transaction, you have to select a client and matter. When selected, the Disbursement field appears (see below).

   • Disbursement: When you select a matter with a disbursement or anticipated disbursement expense entry, this field appears. Select the relevant entry from the list.

     Note: The amount entered previously must be equal to or less than (in absolute value) the amount of the disbursement/anticipated disbursement.
     Note: Linking vendor transactions will update the Vendor Bill Status of anticipated disbursements.
   • Source/Destination: When you’ve selected a disbursement, the vendor’s information appears in this field.
   • Invoice reference: Add reference information about the vendor invoice you received.
   • Payment method: Note your payment method (e.g., cash, cheque).
   • Cheque or reference no.: Add reference information about your payment (e.g., cheque number).
   • Description: Enter information about the purpose of the transaction (e.g. "Payment for bill [bill number]").
5. Click Record transaction.

Export transactions

After you record transactions, you can export them by account, contact, or matter.

Single bank account

Export from the Accounts page in Quickbooks IIF or Quickbooks CSV format.

Single contact or matter

Export from the contact or matter Transactions subtab in PDF or CSV format.

To export from a single bank account:

1. Go to Accounts.
2. Select Export transactions.
3. Select the bank account, date range, and export format.
4. Click Export Transactions.

Up next

• Transfer Funds Between Accounts: Move funds between bank accounts or matters while maintaining compliance.
• Create and Manage Bank Accounts: Create internal records of your firm's bank accounts.