QuickBooks accounting sync

The QuickBooks integration posts your sales to your QuickBooks Online books, so your takings land in accounting without re-keying. You choose how they post — an itemised receipt for every sale, one summary a day, or a daily invoice — connect once, map what QuickBooks needs, then turn sync on.

Only the business owner can set this up, and it’s a paid add-on. If you don’t see QuickBooks under Settings → Integrations, it isn’t on your plan — contact Swann Software to add it.

How sales post

Before you go live you pick how sales post. This is the one choice that shapes everything else, so it’s worth getting right up front:

How sales post	What lands in QuickBooks	Choose it when
Each sale — one receipt per transaction	A sales receipt for every closed sale, with a line per product. The default.	You (or your accountant) want each sale itemised in QuickBooks.
Daily summary — one journal entry per day	One journal entry per closed day — the day’s totals, not the individual sales.	You ring a high volume and only need the day’s figures in your books.
Daily invoice — one itemised invoice a day	One invoice per closed day, itemised by product and self-balancing to zero.	You’re moving from Amaka and want your books to look exactly as before.

Each sale and Daily invoice post your products, so you map your products to QuickBooks items. Daily summary posts totals, so you map your accounts (net sales, VAT, discounts) instead. Add-ons — tips, auto-gratuity, surcharges — post as their own item on each-sale receipts, and as an account on a daily summary (a tip as money you owe your staff, a gratuity or surcharge as income); on a daily invoice they ride the day’s self-clearing figures with nothing extra to map. Tax codes you map only for Each sale — every receipt carries its own tax line, so each VAT rate needs a QuickBooks tax code (see Connecting QuickBooks); a Daily summary posts VAT as one total through your mapped VAT account, and a Daily invoice carries tax inside the day’s figures.

The Daily invoice option mirrors the Amaka Loyverse→QuickBooks feed, so a day posts as the same self-clearing invoice you saw before you moved across — see The accounting feed.

You lock this choice when you go live — it stays fixed so a period is never split across two posting styles. Set it deliberately before turning sync on; to change it later you’d disconnect and start over.

What posts, and what doesn’t

• Your sales post — as receipts, a daily summary, or a daily invoice, depending on your choice above. Returns post too, as refunds — see Returns & refunds.
• Your customer book doesn’t come across. QuickBooks sync moves your takings, not your customer list. On each-sale posting, walk-in sales post to a default counter customer and land in Undeposited Funds (a sale with a customer attached posts under that one customer); a daily summary posts a journal entry with no customer, to the clearing account you map; a daily invoice posts to a single self-clearing account that zeroes out each day.
• Only closed days post. A day posts once it’s closed; open days, and anything before your start date, are never sent.
• Nothing posts before your start date. You set the earliest date QuickBooks should post from — see Scheduling the sync start.

Next steps

1. Connect QuickBooks — sign in to Intuit, choose your dates and posting style, map what QuickBooks needs, then go live.
2. Map your tax codes so every rate you charge posts the right tax.
3. Schedule the sync start — set how far back to post, and an optional future start date.
4. Keep an eye on Fixing what won’t post and clear anything that needs you.
5. Once you’re live, Posting evidence confirms what’s reaching QuickBooks, and Reconciling your books is how you tie a day out.
6. Already have sales in QuickBooks? Read Already syncing to QuickBooks? first — it’s how you avoid double-counting.