Save time on bookkeeping. With the QuickBooks Online integration, Checkfront creates invoices and records payments and refunds in QuickBooks Online for you, so there's no need to re-enter bookings by hand.
This article covers connecting, configuring your sync settings, and reconnecting.
New to QuickBooks Online? Read the first article in this series for an introduction to QuickBooks Online.
Accessing the features mentioned in this article
Where can I find this feature using the top menu?
- Manage > Integrations > Accounting > QuickBooks Online
What more do I need to use this feature?
- Admin permissions to manage Integrations.
- A QuickBooks Online account.
Which Checkfront version supports this feature - classic items, classic products, or both?
- This feature is available in both our classic items version (Inventory > Items) and our classic products version (Inventory > Products). → Learn more about products
Connecting QuickBooks Online
To activate the QuickBooks Online integration in your Checkfront account:
- Go to Manage > Integrations.
- Under Accounting, select QuickBooks Online.
- In the Add-on Setup window, select the Connect button.
- If you're not already signed in to your QuickBooks Online account, you are prompted to do so.
- On the authorization screen, select Connect to allow Intuit to share data with Checkfront.
Configuring QuickBooks Online sync settings
- Next, set up the integration to suit your business needs from the Add-on Setup modal.
- Select an item or product from the list of your QuickBooks Online products and services to use as your Default Sales Item for invoicing.
In QuickBooks Online, every invoice line must be linked to a product or service from your QuickBooks list, such as Tours or Equipment rentals. Each one is tied to an income account, so this setting decides where your revenue is recorded. Checkfront uses the default sales item unless you override it for an item or product.
|
Overriding the default sales item Did you know you can override the default sales item applied on a per-item/per-product basis in Checkfront? Follow these steps, depending on your version. Items
Products
Related product reading: Activating Quickbooks Online for your product |
- Select the Default Sales Tax you want to use for your bookings. If you have configured sales taxes within your QuickBooks Online account, they automatically sync with Checkfront and appear in this drop-down menu.
When Checkfront creates an invoice in QuickBooks Online, Checkfront does not send any tax values. Checkfront only sends the item/product price, and QuickBooks Online calculates the taxes.
As long as the tax is mapped correctly, the tax and item price are calculated correctly when the invoice is created in QuickBooks Online, including inclusive taxes.
|
Overriding the default sales tax Did you know you can override the default sales tax applied on a per-item/per-product basis in Checkfront? Follow these steps, depending on your version. Items
Products
Make sure the QuickBooks Online tax code matches the product's tax setup in Checkfront, including whether the tax is inclusive. Related product reading: Activating Quickbooks Online for your product |
- Determine what triggers the creation of an invoice in QuickBooks Online. Select from the following values from the Create Invoices on drop-down menu.
| Value | Description | Additional Details |
| Payment (on transaction) | QuickBooks Online invoices are created when any payment is added to a booking. | This is an event. |
| New Booking / Edit Booking | QuickBooks Online invoices are created when a new booking is added or an existing booking is edited. | This is an event. |
| Pending | QuickBooks Online invoices are created when the Pending status is applied to a booking. | This is a system status. |
| Reserved | QuickBooks Online invoices are created when the Reserved status is applied to a booking. | This is a system status. |
| Deposit | QuickBooks Online invoices are created when the Deposit status is applied to a booking. | This is a system status. |
| Waiting | QuickBooks Online invoices are created when the Waiting status applies to a booking. | This is a system status. |
| {Custom Statuses} | QuickBooks Online invoices are created when the selected custom status applies to a booking. | Any custom statuses you have added to the system are included in the trigger list. |
|
Syncing transactions to QuickBooks Online Whichever trigger you choose, adding a payment to a booking also creates an invoice because transactions sync as they happen. |
- Set the Invoice Date on any invoices created in QuickBooks Online. The options are:
- Automatic: The date that the invoice is synced to QuickBooks Online. With this option, no dates are sent from Checkfront because QuickBooks Online sets them automatically.
- Booking Created Date: The date that the booking in Checkfront was created.
- Booking Start Date: The date that the booking in Checkfront starts.
- Set the Due Date for any invoices created in QuickBooks Online. The options are:
- Automatic: Uses the Terms configured in the QuickBooks Online account (e.g., 30 days after Invoice Date). With this option, no dates are sent from Checkfront because they are set automatically by QuickBooks Online.
- Booking Created Date: The date that the booking in Checkfront was created.
- Booking Start Date: The date that the booking in Checkfront starts.
- Review and configure the additional options as needed:
- Don't synchronize transactions: prevents payments and refunds from syncing between Checkfront and QuickBooks Online
- Don't synchronize refunds: prevents refunds from syncing between Checkfront and QuickBooks Online
- Record refunds as RefundReceipts instead of CreditMemos: by default, refunds are recorded in QuickBooks Online as CreditMemos. This option causes refunds to be recorded as RefundReceipts instead.
- When ready, select Update to complete the configuration.
Once initially connected, you can view the current connection status to QuickBooks Online. If all is well, this should read "Connected to..." and then the name of the QuickBooks Online account.
Reconnecting QuickBooks Online
Back to top
Checkfront refreshes its connection to QuickBooks Online automatically each time it syncs. If no bookings or payments have synced for a while (for example, during an off-season), the connection can expire. When that happens, new invoices and payments stop syncing to QuickBooks Online.
Signs you need to reconnect
- The connection status in the Add-on Setup window shows Disconnected.
- New bookings or payments aren't appearing in QuickBooks Online.
To reconnect:
- Go to Manage > Integrations.
- Under Accounting, select QuickBooks Online.
- Disconnect the integration.
- Select Connect, then sign in to QuickBooks Online and authorize Checkfront.
- Check that your sync settings are still correct, then select Update.
Reconnecting doesn't sync bookings or payments from the period when the integration was disconnected. You can add them to QuickBooks Online manually.
Next steps
In the next article in the series, we look at how to use the QuickBooks Online integration.
< Introduction to QuickBooks Online | Using the QuickBooks Online Integration >