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Exporting to your bookkeeping software

BreederPro tracks what each dollar was for: which program, litter or animal. Your bookkeeping software (QuickBooks Online, Xero, Wave) stays your ledger of record. The bookkeeping export moves your expenses, paid invoices and income records into it as a CSV file you import.

Bookkeeping export is included in the Pro and Max plans.

1. Set your account names (once)

Go to Settings → Bookkeeping. Each BreederPro expense category (Vet Care, Food & Supplements, Stud Fee, and so on), invoice payments and other income gets an account name. We start you with names that match the standard charts of accounts, for example:

BreederPro Default account
Vet Care Veterinary Fees
Food & Supplements Animal Feed
Supplies Supplies & Materials
Marketing Advertising & Marketing
Invoice payments Sales

Change any name to match the account in your own chart of accounts exactly, then click Save. Restore defaults puts the starting names back.

2. Download the export

  1. Go to Business → Expenses and click Export.
  2. Choose the date range. It starts on last month, which suits a monthly close.
  3. Choose a Format:
    • CSV, all columns: for QuickBooks Online, Xero, or a spreadsheet. One row per transaction with the date, type, signed amount, currency, account, description, payee/payer, invoice number, program, litter, animal and notes.
    • CSV, 3 columns: for Wave, which only accepts Date, Description and Amount. The account name is put at the start of each description.
  4. Choose a Date format. QuickBooks Online needs month-first (09/30/2026) or day-first (30/09/2026) dates, whichever your region uses.
  5. Click Download CSV.

Expenses are negative amounts (money out). Invoice payments and income are positive (money in). Each paid invoice is listed on the day it was paid.

3. Import it

All three tools import the file into a bank or card account as transactions for you to review. None of them read an account or category column from a CSV, so you categorise the transactions after import. The Account column (or, in the 3-column file, the start of each description) tells you which account to choose, and you can set bank rules on it so future imports are categorised for you.

QuickBooks Online

  1. Use the CSV, all columns format with your region's Date format.
  2. Go to Transactions → Bank transactions, then Link account → Upload from file.
  3. Choose the CSV and the account the money went through.
  4. Map Date to Date, Description to Description, and Amount to the single Amount column. Pick the date format that matches your file.
  5. Import, then categorise each transaction in the For review tab using the Account column.

Xero

  1. Use the CSV, all columns format.
  2. Go to Accounting → Bank accounts, choose the account, then Manage account → Import a statement.
  3. Upload the CSV and tick Don't import the first line because they are column headings.
  4. Map Date, Amount, Payee (Payee/Payer), Description and Reference. Leave the other columns unassigned.
  5. Reconcile the imported lines, coding each to the account in the Account column. Xero bank rules can match on Payee or Description to code future imports automatically.

Wave

  1. Use the CSV, 3 columns format.
  2. Go to Accounting → Transactions, then More → Upload transactions.
  3. Choose the CSV and the payment account it belongs to.
  4. Pick the Date column and date format, then the Amount column and the Description column.
  5. Categorise the imported transactions using the account name at the start of each description.

Tip: if you also have a bank feed connected, a transaction can appear twice: once from the bank and once from BreederPro. Import BreederPro's file into a separate account (for example a "BreederPro clearing" account), or match the bank line to the imported one instead of adding both.

Card payments through Stripe

If buyers pay invoices by card through BreederPro, the money arrives in your Stripe account. Stripe offers apps in its App Marketplace that sync Stripe payments and payouts to QuickBooks Online and Xero. If you use one, skip the invoice payment rows when you import, so card payments aren't counted twice.

Using an AI assistant

If you have connected BreederPro to an AI assistant (see AI assistants), you can ask it about your expenses, for example "what did I spend on the spring litter?". If your assistant is also connected to your bookkeeping software, it may be able to help move or check entries between the two. What it can do there depends on that connection, so check the details in the assistant before you rely on it.

Good to know

  • The export includes everything dated in the range: all expenses, and invoices whose payment date falls in it. Payment dates use your account timezone (Settings > Account), so a payment taken late in the evening is dated that day. Draft, sent and voided invoices are not included.
  • Expense amounts are in US dollars. Invoice payments use the invoice's currency.
  • A text cell that starts with =, +, - or @ gets an apostrophe in front, so spreadsheet apps don't treat it as a formula.
  • One export can cover up to five years.