Skip to main content

Send your sales to QuickBooks Online

Every night, your paid invoices go to QuickBooks with their payments and refunds, so nobody types them in again.

Connect QuickBooks Online once and tell Finegym where the money goes. From then on, every night, your paid invoices are exported to QuickBooks with their payments and refunds, to the cent.

Before you start​

  • Your business is on the Starter plan or above, and you have the Settings permission. The Owner and Managers have it.
  • You need a QuickBooks Online company, and a QuickBooks user who can allow apps into it. QuickBooks Desktop can't be connected.
  • Your tax rates are set up in Finegym and in QuickBooks: see Taxes.

Connect and map your accounts​

  1. Open Integrations and click Connect next to QuickBooks Online.

  2. Click Connect QuickBooks Online.

    QuickBooks Online's Connection section, with Connect QuickBooks Online marked

  3. Sign in to QuickBooks, pick your company and allow Finegym in. This step happens at Intuit. You come back to Finegym, connected.

  4. Under Account mapping, pick the Income account your sales are booked to and the Payment account payments are deposited to (a bank account or Undeposited Funds).

  5. Under Customers, choose One sales customer for all invoices, or A customer per member to mirror your member list in QuickBooks.

  6. Under Tax rates, match each of your tax rates to a QuickBooks tax code.

  7. Click Save mapping. Nothing is exported until the mapping is saved.

What happens next​

  • Every night, paid invoices not yet in QuickBooks are exported with their line items and payments, including each payment on an invoice paid in parts. Refunds go in as refund receipts.
  • An invoice is only ever exported once, however often the sync runs.
  • Sync now, under Synchronization, runs it straight away; the result appears in a few minutes. Last sync shows when it ran and how many invoices, payments and refunds it sent, and lists each invoice it couldn't export, with why.

Good to know​

  • The last 30 days. Each run looks at invoices paid in the last 30 days. Invoices paid before you connected, further back than that, aren't exported: enter them in QuickBooks yourself.
  • An unmatched tax rate keeps its invoices out of QuickBooks, so tax is never guessed. Match the rate and the next run exports them, as long as they're within the 30 days.
  • US companies: QuickBooks adds US sales tax on top of a line, which would change your totals. So for a US company, invoices go in at their full amount, tax included, without QuickBooks tax; the tax breakdown stays in Finegym's reports.
  • Expenses you record in Finegym aren't exported.
  • Disconnect stops the export and clears the mapping. Everything already exported stays in your books, and connecting again, even to another company, doesn't export those invoices a second time.
Last updated on