The QuickBooks Export module allows customers to use Work Order Express for
all work order and schedule related functions and QuickBooks for accounting
related functions without double entry into both systems.
Work Order Express interfaces with your current QuickBooks installation in
order to use accurately updated company and customer data when creating work
orders. This link with QuickBooks allows for the real-time exchange of production
and accounting data, providing your business with synchronized manufacturing
and financial data.
Work Order Express uses QuickBooks lists such as Customer Name, Address and
Phone number to accurately identify work orders.
Work Order Express automatically links to your QuickBooks Item Lists that
detail your item names, standard descriptions, and pricing information. All
of this can be modified on the fly or used as-is from your QuickBooks company
file. Changes made in QuickBooks are transferred to Work Order Express in
Once a work order is complete, it can be exported back to QuickBooks as a
pending invoice. All customer info and line item data (including any customization
made from within Work Order Express) will automatically populate a new QuickBooks
invoice. Work Order Express even supports batch exports of work orders to
QuickBooks, so multiple invoices can be generated by a single click of the
Create Work Orders from Scratch
Work orders can be created either from scratch, ob by importing an existing
estimate from QuickBooks. Creating a work order from scratch is a breeze.
Simply select customer and item information from the dropdown lists select
a due date from the calendar-style interface, make any necessary changes,
then save the work order to the database. It’s just that simple. Work
orders can be printed, saved in PDF format for emailing, or just saved in
the database for future use. Work Order Express automatically updates the
real-time production schedule with the work order you just created.
Production procedures, inspection requirements, certification requirements,
materials needed, or any other job-specific instructions can be placed in
the Special Notes box.
Create Work Orders from an Existing QuickBooks Estimate
Many job shops, manufacturers and contractors have to generate estimates or
price quotations to satisfy the needs of their customers. Now you can make
this estimate creation the last time you enter the details of this job into
Work Order Express provides a user interface that allows you to select any
active QuickBooks estimate and automatically turn it into a work order. Import
the estimate into Work Order Express, select the due date, add a customer
PO number, and say goodbye to double or triple data entry forever!
The production schedule is the lifeblood of most job shops, manufacturers,
and contractors, so why are you still using piles of paper and dry-erase boards
to plan your workload? Work Order Express gives you a better handle on scheduling
by using a tool designed specifically for scheduling a flexible production
environment. Do you need more good news? You don’t have to be a computer
genius to use it!
When work orders are created, each line item is assigned a duration (in days).
This duration is the anticipated length of time that this item will take to
complete. Working backwards from the work order due date, a graphical gantt-chart
style schedule is created, and gives managers an instant image that can easily
reveal conflicts, as well as heavy and light times.
The Work Order Express schedule screen provides a simple tool to switch between
a weekly schedule view and a monthly view for longer-range planning. Schedules
can be printed or saved as a PDF document for distribution. Also, with our
date range feature, you can print only the date range of the schedule you
The convenient color coded schedule bars allow managers to easily review
jobs with missed or approaching deadlines. No more searching through that
stack of papers to find which job is due next!
When a work order is completed and exported to QuickBooks as an invoice,
the work order is removed from the schedule and updated is real-time, so you
can be assured that the schedule you’re looking at is as up-to-date
See a conflict? No problem, just head back over to the work order creation
screen, select the work order in question, modify the due date or duration,
and the schedule updates itself instantly. It’s just that easy!
Exporting work order data is an integral part of the Work Order Express user
interface. Data can be exported in a number of different ways, depending on
what you would like to accomplish.
Export Selected work orders to QuickBooks
The most common export scenario is to send work orders that have been fulfilled
back to QuickBooks as a pending invoice ready to send to the customer. All
customer info and line item data (including any customization made from within
Work Order Express) will automatically populate a new QuickBooks invoice.
Work Order Express even supports batch exports of work orders to QuickBooks,
so multiple invoices can be generated by a single click of the mouse!
Work Order Express also allows the user to export the work order data in
a more generic format so that the data can be used with other enterprise systems.
These functions serve as a great way to periodically back up work order data,
and can also be used as an intermediary file for sending data to other applications.
Export to Excel – This feature creates a file of comma separated values
(Excel spreadsheet) that contains the data for all of the ACTIVE work orders.
Active work orders are those that have not been deleted, or exported to QuickBooks
Export to Excel (all) – This feature creates a file of comma separated
values (Excel spreadsheet) that contains the data for all of the work orders
in the database. This includes data for those work orders that have been exported
to QuickBooks as invoices.