Quebec refrigeration contractors: prepare invoice exports for your accountant

An accountant-friendly export identifies the reporting period, the included invoices and amounts that are easy to check. For a Quebec refrigeration contractor or HVAC-R company, the goal is to share an understandable file without asking the accountant to rebuild every intervention from messages and photographs.

An invoice spreadsheet organizes records; it does not replace original invoices or supporting documents. Agree on the format and reporting period with your accountant, and distinguish invoices issued, payments received and corrections. These figures describe different events.

Select a month or a week

Monthly bookkeeping and weekly operational reviews can coexist. Include the exact start and end dates. A week spanning two months must remain identifiable. FrigoTechPro’s weekly selection covers Monday through Sunday; monthly selection is separate. Check the displayed range before downloading.

Choose Excel or CSV for its purpose

Excel provides an organized workbook with invoice summaries and invoiced line details. CSV is a simple data file suitable when an accountant or accounting tool requests that format. A CSV cannot preserve spreadsheet column widths or workbook styling. Use the accountant’s preferred format rather than sending several unexplained alternatives.

Review invoice details first

• Invoice number, customer and date.
• Billing mode and work description.
• Fixed price or labour as appropriate.
• Part quantities, unit prices and travel.
• Subtotal, taxes, total and payment status.

Two parts entered at $200 each total $400 before tax when no extra markup is selected. A fixed-price amount should remain identifiable as a fixed price. For kilometre billing, check distance and rate per kilometre; distance should not multiply a flat travel charge.

Separate invoiced sales from money received

An invoice issued at month-end may be paid next month. The sum of that month’s invoices is therefore not necessarily the money deposited during the same month. Interpret the payment status alongside the underlying records. Ask your accountant how they want to reconcile payments instead of relabelling an invoice total as cash received.

Check tax information and corrections

Review business tax numbers and the relevant settings. Keep corrections understandable and follow the process agreed with your accountant. An export made before a correction can differ from one made afterwards; identify which version is current. Avoid sharing multiple files with no explanation of their relationship.

Retain supporting records

Keep the export with the corresponding invoices and supporting documents. Revenu Québec explains retention requirements for registers and electronic supporting records, including circumstances requiring longer retention. An export alone is not a complete customer-record backup. Share only the business records needed for the accounting task through an agreed transmission method.

Make each reporting period straightforward

Review invoices, select the week or month, download the agreed format, then check sample lines and totals before sharing. FrigoTechPro provides exports from invoice and revenue pages to authorized accounts. Read the Quebec refrigeration invoicing guide and the billing modes guide for related workflows.

Official reference

Revenu Québec — Keeping registers and supporting documents.

Frequently asked questions

Can FrigoTechPro export invoices by week?

Yes. Authorized accounts can select a Monday-to-Sunday week, a month or all periods, then choose Excel or CSV.

Why does CSV not retain Excel column widths?

CSV stores data without workbook formatting. Excel supports an organized presentation and invoiced line details.