Export Your Sales Tax Numbers

The File Your Accountant Wants

When it's time to file, you need two things: every taxable sale with the tax you charged, and a total per city, county, and state. KeyBolt builds both into one Excel workbook.

This is on both plans. You need to be an owner, manager, dispatcher, or bookkeeper. Techs and front desk can't reach it.

Pulling the Export

Go to QuickBooks in the sidebar.
Scroll down to Manual CSV transfer and tap it to open that section.
Find the Sales Tax Export card inside it.
Set From and To. There's no default range, so pick your filing period. The export won't run until both are filled.
Choose Count invoices by:
- Paid in this range (the default). Counts an invoice in the period the money actually arrived. This is what most shops and most accountants want.
- Created in this range. Counts an invoice when you billed it, paid or not.
Tap Export Excel workbook (.xlsx).

If those two options mean nothing to you, leave it on Paid in this range and ask your accountant which basis you file on. Getting this wrong shifts sales between periods.

What's in the Workbook

Two sheets, each ending in a bold total row:

Detail. One row per invoice: invoice number, customer, invoice date, paid date, services, materials, taxable amount, the rate you used, the percentage, tax collected, and the total.
Jurisdiction Summary. One row per jurisdiction: the name, the rate, the tax collected, and how many invoices. This is the sheet you copy your return from.

The two sheets always agree. The Jurisdiction Summary never recalculates anything. It takes the tax you actually charged on each invoice and divides that exact figure between state, county, and city. The summary total will always equal the Detail total, to the penny, with no stray cent to hunt down.

The Two CSV Buttons

Next to the workbook are Invoice detail (CSV) and Tax by jurisdiction (CSV). Same numbers, one sheet each, for when something needs a plain CSV. The workbook is the better choice if your accountant can open Excel.

This Is Not the Tax Tab in Reports

Reports has a Tax tab, and it's a different tool:

Reports > Tax is a glance. Revenue and tax by month, quarter, or year, split by cash, check, Stripe, and other. No jurisdictions, no service/material split.
The Sales Tax Export is the filing document. Per-invoice detail and per-jurisdiction totals.

Use the tab to sanity-check a quarter. Use the export to file it.

What's Left Out

Void, written-off, and deleted invoices are excluded, and drafts are excluded when counting by creation date. If a range comes back empty, KeyBolt tells you rather than handing you a blank file.

Tip: Pull this on the first of the month for the month just gone and drop it in a shared folder for your bookkeeper. Thirty seconds a month beats reconstructing a year every spring.

Find the Right Report Inventory Reports Set Up Sales Tax Track What You Owe the State

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