Connect QuickBooks Online

What it is

Bookatu can post each day's sales to your QuickBooks Online company as one journal entry per day (per location, if you have more than one): services and products at your tax codes, discounts, tips, deposits, refunds and the money taken, by how it was paid. Totals only, so no client is named in QuickBooks. Until Bookatu switches it on, the QuickBooks Online page says 'QuickBooks Online is not switched on for Bookatu yet', and the 'Export to QuickBooks' and 'Export to Xero' files on the Tax page carry the same sales for you to import.

Why it helps

Your books stay up to date without importing a file, and the sales and tax sent for each day are the ones your Tax page shows, with GST, HST, PST and QST each on its own tax code. A day is never posted twice, and a day that changes in Bookatu in the week after is replaced the next night.

How to use it

1. 1Open Money → Tax and tap 'connect QuickBooks Online' under the export buttons. That link only appears once QuickBooks is switched on. You need 'Manage the business', 'See analytics & earnings' and 'Export data', which owners and admins have by default.
2. 2Tap 'Connect to QuickBooks', sign in at Intuit and choose your company. Bookatu asks for accounting access only.
3. 3Under 'Where each part of a day goes', check each account: Services sold, Products sold, Discounts, Refunds, Tips for the team, Deposits held, Bookatu clearing, and one for each way you are paid (Paid online (Stripe), Cash, Card on your own terminal, Bank transfer, Other ways of paying). They start filled in from your own chart of accounts.
4. 4Under 'Tax codes', check the QuickBooks code for each way you tax, such as GST + QST. A code is only suggested when its rates match yours exactly, so pick any that are left on 'Not chosen'. If your QuickBooks company uses locations, you can also tag each entry with one under QuickBooks locations.
5. 5Set the 'First day to send' (today, or up to a year back) and tap 'Save mapping'. Nothing is sent until you do. Pick a day after anything you already imported from the CSV export.
6. 6Each day is sent the night after it ends. 'Sync now' sends the days that are over straight away, 'Send one day again' replaces one day's entry, and 'Days sent' and the 'Sync log' say why any day was not sent. 'Disconnect QuickBooks' revokes Bookatu's access; what was already posted stays in QuickBooks.