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QuickBooks and Xero export

Export invoices as sales invoices and payout statements as bills in QuickBooks Online or Xero CSV import format.

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TrackCrown does not connect to accounting software directly. Instead it exports invoices and payout statements in the CSV layouts that QuickBooks Online and Xero import: advertiser invoices as sales invoices, partner payout statements as bills (supplier invoices). One CSV row is one document line.

Download an export#

  1. Open Billing → Invoices or Billing → Payouts.
  2. Set the filters you want (status, advertiser/partner, search). The export uses the same filters.
  3. Open the Accounting menu and choose QuickBooks Online CSV or Xero CSV.

Void documents are never exported. Up to 20,000 documents per file, oldest first. Viewing and exporting needs billing read access (manager and above).

Invoices (sales)#

QuickBooks Online#

Columns: InvoiceNo, Customer, InvoiceDate, DueDate, Terms, Item(Product/Service), ItemDescription, ItemQuantity, ItemRate, ItemAmount, Currency

ColumnValue
InvoiceNoThe invoice number, e.g. INV-2026-0007
CustomerThe advertiser's company, else its name
InvoiceDate / DueDateIssue date / due date (issue date when none)
TermsFrom the advertiser's billing terms: Due on receipt for 0 days (prepaid, due_on_receipt), else Net <days> (e.g. Net 90); empty when no or unknown terms
Item(Product/Service)Performance marketing, or Adjustment for adjustment lines
ItemDescriptionThe line: "Offer · Event", "Late approvals …", "Clawbacks of earlier statements — …" or the adjustment text
ItemQuantity × ItemRate = ItemAmountConversions × rate per conversion; adjustments are 1 × amount

Xero#

Columns: *ContactName, EmailAddress, *InvoiceNumber, Reference, *InvoiceDate, *DueDate, *Description, *Quantity, *UnitAmount, *AccountCode, *TaxType, Currency

  • Reference is the billing period, e.g. 2026-09-01 – 2026-09-30.
  • Xero recomputes quantity × unit amount, so every line is exported as 1 × the exact line amount, with the count in the description, e.g. Spring Sale · Sale (112 × 5.36).
  • *AccountCode is 200 (Sales in Xero's default chart of accounts); *TaxType is Tax Exempt.

Payout statements (bills)#

QuickBooks Online#

Columns: BillNo, Supplier, BillDate, DueDate, Account, LineDescription, LineAmount, Currency

ColumnValue
BillNoThe statement number as shown everywhere else (panel, PDF, partner portal), e.g. PO-000123
SupplierThe partner's company, else "Name (code)"
BillDateStatement date
DueDateStatement date + the partner's payment terms in days
AccountAffiliate commissions
LineDescription, LineAmountOne row per line

Xero#

Columns: *ContactName, EmailAddress, *InvoiceNumber, *InvoiceDate, *DueDate, *Description, *Quantity, *UnitAmount, *AccountCode, *TaxType, Currency — lines as 1 × exact amount, *AccountCode 310 (Cost of Goods Sold in Xero's default chart), *TaxType Tax Exempt.

Amounts and terms#

  • Amounts keep up to 4 decimals; they are shortened to 2 decimals only when that is exact (12.50, but 5.3575).
  • Days used for terms: prepaid, due_on_receipt and the partner terms Prepay 0; Weekly 7; net<N> N days for any N up to 365 (net7, net30, net90, …). Spaces, _ and - and letter case are ignored. Terms that are missing or not recognised use 30 days for payout due dates; on invoices the Terms column then stays empty.
  • Zero-day terms are exported to QuickBooks as its built-in Due on receipt term (never Net 0).

Typical month-end routine#

  1. Generate and send invoices; generate, approve and pay payouts.
  2. Filter invoices by Status sent/paid for the month and export QuickBooks Online CSV or Xero CSV; import it as sales invoices.
  3. Filter payouts by Status approved/paid and export; import as bills.
  4. Record payments in your accounting software (the export contains documents, not payments).

Other billing files#

  • Plain CSV of invoices and the mass-payment CSV of payouts — see Exports.
  • PDF per document from its page.

Related#

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