Take the period's entries out as a file your client's ledger can import.
DepreciationPro produces the import file. It does not post to the ledger for you.
Steps
Open the Journal Entries template on a return's Report tab and pick your period.
Choose a format. A Format dropdown appears beside the other report controls, with QuickBooks, Sage Intacct, and Xero.
Fill in the format's extra fields if there are any. Sage Intacct adds two beside the JE reference.
Open the Export menu and choose QuickBooks CSV, Sage Intacct CSV, or Xero CSV. The item's label follows the format you picked.
The file holds the period's depreciation entry followed by its disposal entries, each balanced on its own. QuickBooks and Intacct dates are written MM/DD/YYYY; Xero dates use 31 Jul 2025 style.
Every row in the file, disposal rows included, carries the period-end date as its journal date, not the individual disposal date. A September export dates its disposal rows 09/30. The actual disposal date stays visible in the description, which reads Disposal - BK1 Copier - disposed 09/30/2025.
QuickBooks Online
The file uses QuickBooks' own import headers, so the mapping screen recognizes them:
Journal No.,Journal Date,Account Name,Journal/Description,Debits,Credits
The in-app note states the three rules:
Account names must exist in your QuickBooks chart of accounts exactly as spelled here. Sub-accounts must be written 'Parent account:Sub account'. Turn OFF account numbers in QuickBooks before importing.
QuickBooks matches on account name, so the names in your chart have to match what the report shows.
Sage Intacct
Choosing Sage Intacct adds two fields beside the JE reference:
Journal symbol, up to 4 characters, defaulting to
GJ. It must match a journal that already exists in the client's Intacct company.Location ID, optional, up to 20 characters. Leave it blank and the column is left out of the file entirely.
The headers are Intacct's:
JOURNAL,DATE,DESCRIPTION,LINE_NO,ACCT_NO,DEBIT,CREDIT,REFERENCE_NO
Intacct matches on account number, the exact inverse of the QuickBooks rule, so the numbers in your chart have to match the numbers in Intacct.
Descriptions are cleaned up for this format. Commas are removed, anything outside plain ASCII becomes a space, and the result is cut at 80 characters. An asset described as "Forklift, 5-ton" reaches Intacct as "Forklift 5-ton".
The reference is capped at 20 characters here, one fewer than the 21 the JE reference field allows. A reference that exports to QuickBooks fine can still be refused. You see an inline note before it becomes an error:
Sage Intacct limits the reference to 20 characters — shorten it before exporting.
The file works with both Intacct's classic CSV import and the newer Import Service. If the import asks for a date format, choose MM/DD/YYYY.
Xero
Choose Xero to produce the standard Manual Journal CSV:
Narration,Date,Description,AccountCode,TaxRate,TrackingName1,TrackingOption1,TrackingName2,TrackingOption2,Amount
Xero matches on account code. Debit amounts are positive and credit amounts are negative in the single Amount column. Narration and date appear on the first line of each balanced journal; the following lines are left blank so Xero keeps them in that journal.
Tax rates and both tracking-category pairs are deliberately blank. Import the file as a manual journal, review it as a draft, and fill those fields in Xero if the client needs them before posting.
What the file looks like
A December export with one disposal:
Journal No.,Journal Date,Account Name,Journal/Description,Debits,Credits DEP-2025-12,12/31/2025,Depreciation Expense,Monthly book depreciation - December 2025 - Book basis,1031.55, DEP-2025-12,12/31/2025,Accum. Depr. - Equipment,Monthly book depreciation - December 2025 - Book basis,,1031.55 DISP-2025-12-01,12/31/2025,Accum. Depr. - Equipment,Disposal - BK4 Van - disposed 12/31/2025,48000.00, DISP-2025-12-01,12/31/2025,Equipment,Disposal - BK4 Van - disposed 12/31/2025,,48000.00
The side of a line that does not carry the amount is left blank, not written as 0.00. Every description carries a "Book basis" stamp so the file cannot be mistaken for tax figures.
Disposal journal numbers are positional. Read Disposal journal entries before you export the same client from two different period views.
When the item is disabled
Two cases disable the CSV item, both explained in a banner right below the report controls.
An asset in the period is not set up for journal entries. A red banner names the count and the depreciation at stake, with a link to the GL Accounts tab.
The period is empty. It reads "No journal entries for this period." No header-only file is produced.
The report, Excel, and PDF are never blocked. Only the file that posts to a ledger is.
Disposals that could not be composed do not block the export. They are called out under the report controls instead:
1 disposal this year is not included in this file — see the report below for why and for the figures to book it manually.
Very large files
DepreciationPro caps QuickBooks and Sage Intacct journal-entry exports at 1,000 rows. Xero files are capped at 300 journal lines. If a Full year export would exceed the selected format's limit, it refuses and tells you to export a single month instead. The file is never truncated.
The 1,000-row cap is DepreciationPro's own safeguard. The 300-line Xero cap follows the Manual Journal CSV import limit.
Before you import
The panel adds one reminder until you have exported that period in that format at least once:
If this client has a recurring depreciation entry in QuickBooks, disable it and reverse YTD estimates before posting these entries.
The guard against posting twice
Every export is logged with the period, the journal reference, the total debits, who exported it and when, the format, and a fingerprint of the amounts. Come back to a period you have already exported and you see one of two banners. Neither one blocks you.
Amber, amounts unchanged. Names the export date, the person, the journal number, and the total:
Red, amounts changed. Shows the old total and the current one, and names the journal number to adjust or delete first.
The log is kept per format. Exporting the same period to QuickBooks, Sage Intacct, and Xero does not cross-flag. Each other format's latest export shows as a quiet gray line:
Also exported to QuickBooks on Mar 14 (journal no. DEP-2025-03).
Editing the JE reference does not count as a change of amounts. The fingerprint covers the amounts only.