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Locate: Manage > Integrations > Accounting > QuickBooks Online
- Admin permissions or restricted permissions to access Reports & Booking Data to View Invoice and Transaction Log.
- QuickBooks Online integration enabled.
- The QuickBooks Online integration is available to both those using items (Inventory > Items), a key feature of our classic version of Checkfront, and those using products (Inventory > Products), a key feature of our newest version of Checkfront.
New to Checkfront - Products ✨
Products (Inventory > Products) is the successor feature to (Inventory > Items) and is available in our newest version of Checkfront.
Not yet on our newest version and interested in upgrading? Please contact our Technical Support team for more information.
Discover more product-related help articles here: Products (New).
In this article, we look at how QuickBooks Online works with bookings.
New to the QuickBooks Online integration? Be sure to read the first article in this series for an introduction!
Please read the full series of articles, accessed at the side and bottom of this page, to learn more about the QuickBooks Online integration.
Synching with QuickBooks OnlineBack to top
The QuickBooks Online integration is now activated and configured for use in your account.
Based on the settings we used in the previous step when a Customer makes a reservation, or payment is added to a booking, an invoice and transaction are automatically created in QuickBooks Online.
The integration is a one-way connection; information is synced from Checkfront to QuickBooks Online.
All changes to transactions and bookings should be done in Checkfront.
Viewing the transaction logBack to top
You can check the booking's Log tab in Checkfront at any time to make sure these transactions are going through successfully, without needing to check every time in QuickBooks Online.
Viewing the invoice log in QuickBooksBack to top
When viewing an invoice in Checkfront, you can quickly access the associated invoice in QuickBooks Online by clicking on the View in QuickBooks link below.
Information synched to QuickBooks OnlineBack to top
- BookingsBack to top
Bookings are created in QuickBooks Online as invoices. The invoice is populated with the item/product information and booking total.
Please note that the taxes that are used on the invoice are calculated by QuickBooks; in order to ensure that the invoice total is accurate, you need to ensure that the taxes configured in the two systems are the same.
Invoices only sync to their default Class in QuickBooks Online. Learn more about Classes here:
- CustomersBack to top
Each invoice in QuickBooks Online is associated with a Customer. When creating the invoice, Checkfront also creates a new Customer the QuickBooks account.
QuickBooks Online requires that all Customers have a unique display name; in order to ensure all Customers have unique names, a unique identifier is added to the Customer's display name. Otherwise, unrelated Customers with the same name could be incorrectly associated with each other.
- PaymentsBack to top
When a payment is added to a booking in Checkfront, a matching payment is added to the invoice in QuickBooks Online. If you would like to stop payments from being created, then you can enable the 'Don't synchronize transactions' option.
Transactions processed prior to the integration being enabled do not automatically sync. Instead, this information needs to be manually exported from Checkfront and imported into QuickBooks Online.
- RefundsBack to top
Payments refunded in Checkfront are synchronized to QuickBooks Online.
By default, refunds are created as Credit Notes. If this is not appropriate for your business, then you can enable the option to instead use Refund Receipts.
There is also an option to not synchronize refunds at all if that is preferred.
Common Issues & SolutionsBack to top
Listed here are common errors or situations you may come across when using Quickbooks Online:
Next, we look at editing an invoice that is synched to QuickBooks online.
< Setting up QuickBooks Online in Checkfront | Editing an invoice synched to QuickBooks Online >