QuickBooks Online

Connect QuickBooks Online and TicketStacker keeps your books up to date for you: it sends what happened in TicketStacker to QuickBooks, so nobody types it in twice. It only adds to QuickBooks; it never reads your customers or changes what's already there.

Connect it

Only company Admins can connect and use it.

1. Open Settings → Connected apps → QuickBooks Online (under Accounting) and click Connect to QuickBooks.
2. Sign in with Intuit, pick the QuickBooks company and allow TicketStacker.
3. Back in TicketStacker, the page shows the company you connected. Nothing is sent yet.

The sign-in is stored encrypted. Reconnect signs in again (for example, to switch QuickBooks companies; another company starts with fresh account choices). Disconnect ends the sign-in at Intuit too. What was already sent stays in QuickBooks, and TicketStacker remembers it, so reconnecting the same company never sends it again.

Choose the accounts

Under What to send, tick what QuickBooks should get: Purchase orders received, Daily sales and Host commissions paid. Send records from is the first day to send: pick the day after your books were last brought up to date by hand, so nothing is entered twice.

Under Accounts, pick a QuickBooks account for each (the lists come from your QuickBooks, with the usual type first):

• Sales income: where sales are earned.
• Where sales money goes: usually Undeposited Funds, or the bank account your machines pay into.
• Sales tax payable (optional): the tax part of each day's sales. Without it, tax stays in Sales income.
• Cost of goods sold and Inventory (optional): with both, each day's entry also moves the cost of what sold out of Inventory. Received purchase orders go to Inventory (or to Cost of goods sold if you don't use an Inventory account).
• Host commissions and Paid from: the expense account, and the bank or card account commissions are paid from.

Click Save. To send on its own, tick Send every night at and pick the hour first.

What each entry looks like

• Bills: dated the day the order closed, with the order number (PO-50012) as the bill number. Lines for the goods received, shipping, tax and adjustments. The vendor is the order's vendor: found in QuickBooks by name, or added.
• Journal entries: one per location per day, only for days that are over (before today, in your company's time zone). Machines count at the Location they're linked to on Places (or the location the sale came in with); Lightspeed or Shopify shops count at their own Location. The entry debits Where sales money goes and credits Sales income (and Sales tax payable). A day of refunds posts the other way.
• Expenses: one per host per month paid, dated the day it was marked paid, to the host as a vendor (found by name, or added).

Why a journal entry for sales, not a sales receipt? A sales receipt needs a customer and a QuickBooks product for every line, and would change QuickBooks' own stock counts. A day's totals per location only need accounts, and the cost of what sold fits in the same entry.

Send and check

Click Send to QuickBooks now any time, or let the nightly send do it. Sent to QuickBooks lists every record: what it was, its date and amount, and a link to the bill, journal entry or expense in QuickBooks. Each record is sent once: a record that was sent is never sent again, even if you click twice or the send is interrupted. One that QuickBooks turned down shows Not sent with QuickBooks' reason (for example, an account that was made inactive) and is tried again on the next send.

Changed something after it was sent? Correct it in QuickBooks; TicketStacker won't send it again. The page's Import history lists each send and how many records went.