QuickBooks from the POS

Connect QuickBooks Online, pick who posts to it, choose your accounts, share one company between stores, and fix anything that needs a look.

Only owners see this. It is in Settings › Posting to QuickBooks, once you have answered Yes, we use QuickBooks. Connecting QuickBooks is on the Shop plan and up (see Your plan).

Only one system posts

If two systems send the same sale to QuickBooks, it is in your books twice. So each store picks one:

• Off: nothing is posted. If QuickBooks is connected here, your bills and bank balances are still read in.
• BridalIQ: BridalIQ posts for this store. The POS doesn't connect at all. Stores that already said they use QuickBooks start here.
• The POS: the POS posts. First turn off QuickBooks in BridalIQ for this store, then tick I've turned off QuickBooks in BridalIQ for this store. The POS posts only what is dated that day or later.

To send earlier days, open Catch up earlier days, pick the first day and tick that nothing else posted those days. Only do this if BridalIQ and BridalLive did not already post them.

Connect

1. Pick Off or The POS.
2. Press Connect QuickBooks, sign in to Intuit and pick your company.
3. You come back to Settings. The card says Connected to your company's name.

The connection renews itself. If QuickBooks ever asks to be connected again, the card says so: press Connect QuickBooks. Nothing is lost while you wait. Disconnect stops reading and sending; nothing already in QuickBooks changes.

What the POS posts, and when

Your books count a sale when the dress leaves the store, even though money comes in earlier. Money taken before pickup is owed to the bride until she takes it, so it waits in a Customer deposits account.

• A payment comes in (cash, check, card, other): a sales receipt for a "Customer deposit" item, into Undeposited Funds (or the account you pick for that kind of payment). Make your bank deposits in QuickBooks from Undeposited Funds, as you do now.
• Money goes back: a refund receipt from the same account.
• Paid with a gift card or store credit: moved from your gift card account to Customer deposits.
• Items leave the store: a journal entry the same day: Customer deposits to Sales and Sales tax to pay (and a gift card sold to the gift card account). With Cost of goods sold and Inventory picked, the cost moves too. A return reverses it the day it comes back.
• A vendor invoice on the Invoices screen, for a vendor you buy from: a bill, with its number and due date.
• A bill marked paid in the POS: a bill payment against that bill (check or ACH from your bank account, card from your card account). After that, undo it in QuickBooks, not here.

Card numbers are never sent. Everything goes every 15 minutes, or press Send now. Nothing is ever sent twice.

Accounts

Open Accounts to see where each kind of money goes. The POS picks sensible ones from your chart of accounts; change any of them and press Save accounts. If you don't have a Customer deposits account, make one in QuickBooks (type Other Current Liability) and press Read my accounts again.

Two stores, one QuickBooks company

Each store can have its own QuickBooks company, or share one with another store you own. On the store that shares, pick Share QuickBooks with: and the other store, then Save.

• There is one connection: connect and disconnect on the main store. Disconnecting there disconnects both.
• Each store's postings carry its own Location or Class, so you can tell the stores apart in QuickBooks. Turn on Locations or Classes in QuickBooks (Settings › Account and settings › Advanced), add one per store, press Read my accounts again, and pick one on each store. Nothing is sent until each store has one.
• Accounts: The same accounts as the main store (this store can still pick its own Sales and Customer deposits), or This store's own accounts.
• Changing this later is kept in the history and never sends anything again.

Needs a look

If QuickBooks refuses something, it shows under Needs a look with the reason in plain words, like an account that was turned off in QuickBooks or books closed for that date. Fix it, then press Retry. When QuickBooks is just busy or down, the POS tries again by itself.

Money on Home

With QuickBooks connected, owners and managers see a Money card on Home: what you owe vendors, what is past due, checks already scheduled and what is in the bank today. The Invoices screen also checks each vendor invoice against your QuickBooks bills.