QuickBooks Integration - User Guide

The RentalTide QuickBooks integration automatically syncs your daily sales to QuickBooks Online, eliminating manual data entry and ensuring your books are always up-to-date.

✅ Daily Sales Summaries - All your POS transactions aggregated into one invoice per day
✅ Product Sales - Grouped by product/SKU for easy reporting
✅ Tax Amounts - Sales tax tracked separately
✅ Tips - Recorded as a separate line item
✅ Payment Status - Invoices automatically marked as PAID

❌ Individual Transactions - We group them into daily summaries for efficiency
❌ Booking Deposits - These are handled separately through your booking system
❌ Refunds/Voids - Manual journal entries may be required

Before connecting QuickBooks, make sure you have:

✅ Success! You should see "Connected" status with your company name.

Importing products ensures your RentalTide inventory matches QuickBooks items for seamless invoicing.

What happens:

Matching Logic:

💡 Tip: After importing, review products in Inventory to verify pricing and categories.

If you're using RentalTide's numeric GL codes (like 6545, 3055), you need to map them to QuickBooks account names.

💡 Tip: If your products already use text-based GL codes (like "Sales Revenue"), you can skip this step.

At the end of each business day:

What gets created in QuickBooks:

Customer: All daily sales are recorded to a single QuickBooks customer called "RentalTide Daily Sales". This customer is automatically created on your first sync.

Line Items: Your transactions are grouped by product/SKU. For example:

Payment: The invoice is automatically marked as PAID because you already collected payment at the POS.

Question: What if some sales were cash and others were credit card?

Answer: All sales are included in one invoice and marked as PAID. Your QuickBooks bank account is credited with the total.

If you want to track payment methods separately:

Question: What about sales where customers charged to their account?

Answer: Currently, account charges are included in the daily invoice as PAID. For true accounts receivable:

Question: I added a new product during the day. Will it sync?

Answer:

Best Practice: Import products from QuickBooks first, or create them in QuickBooks and then import.

Question: I got an error: "No QuickBooks item found for product"

Answer:

Alternative: Create a "Miscellaneous" or "Other Sales" item in QuickBooks to catch unmapped products.

Question: I accidentally synced the same day twice. What do I do?

Answer:

Cause: Your connection expired (QuickBooks tokens expire after extended periods of inactivity)

Fix:

Cause: Either:

Fix:

Cause: Product in RentalTide doesn't match any QuickBooks item

Fix:

Cause: Line items may not have proper QuickBooks Item IDs

Fix:

✅ Sync at the end of each day - Don't let transactions pile up
✅ Review before syncing - Check totals match your cash drawer
✅ Keep notes - Record any discrepancies for your accountant

✅ Import from QuickBooks first - Ensures accurate item mapping
✅ Use consistent SKUs - Match SKUs between RentalTide and QuickBooks
✅ Create Miscellaneous item - Catches unmapped products gracefully

✅ Monthly review - Compare RentalTide totals to QuickBooks
✅ Check for gaps - Ensure no days are missing
✅ Verify tax amounts - Tax calculations should match

✅ Train on product creation - Ensure staff creates products correctly
✅ Document workflow - Write down your sync process
✅ Assign responsibility - One person syncs daily to avoid duplicates

Import QuickBooks purchase orders to receive inventory:

Note: Changes to PO status in RentalTide don't sync back to QuickBooks.

View and refresh your QuickBooks chart of accounts:

Use Case: When you add new GL accounts in QuickBooks, refresh to see them in RentalTide mappings.

Sync a specific transaction individually:

When to use:

Note: Manual sync creates a separate entry, not part of daily summary.

No, this integration only works with QuickBooks Online. QuickBooks Desktop uses a different API and is not currently supported.

No, RentalTide only creates new invoices and customers. It doesn't modify or delete existing QuickBooks data.

Yes! Select any date range in the Cashout page. The integration will sync all unsynced transactions for that period.

Refunds and voids are not automatically synced. You should create manual credit memos in QuickBooks for refunded transactions.

Yes, go to Settings → Integrations → QuickBooks → Disconnect.

Important: Your GL mappings and settings are preserved, so you can reconnect later without reconfiguring.

The QuickBooks integration is included with your RentalTide subscription at no additional cost. You only pay for your QuickBooks Online subscription.

Yes!

Any QuickBooks Online plan works:

Note: Some features like purchase orders require QuickBooks Plus or higher.

Need help? Click the Help button in RentalTide or contact:

Need your accountant to review the integration?

For technical errors:

SKU (Stock Keeping Unit): Unique identifier for a product (e.g., "BAG_ICE")

GL Code (General Ledger Code): Account number in your chart of accounts

RealmID: Your QuickBooks company identifier (automatically detected)

Invoice: Bill sent to a customer (in this case, the daily sales customer)

Line Item: Individual product on an invoice

Payment: Record of money received (automatically created with invoices)

The integration requests these permissions:

The integration CANNOT:

RentalTide stores:

RentalTide does NOT store:

Last updated: 2025-01-18