If you are using QuickBooks Online (Intuit) for your business' accounting, there is no need to export your invoice and payment data for manual entry. Instead, use the QuickBooks integration to automatically sync your BusyPaws customers, invoices, payments & payouts. Manage your invoice & payment information in one place and save your team hours of administrative work.
Setup Instructions
You will need to be logged into a user account with either Business Owner or Manager access level designation to be able to set up this integration. Once logged in, click the "Links/Integrations" icon in the left-hand menu bar.
This will take you to the management page for all of your account's client page links, BusyPaws integrations, and third-party integrations. The cards for your QuickBooks, Mailchimp, and Webcam integrations can be found in the Third-Party Integrations section partway down this page. Locate the QuickBooks card and select the "Connect to QuickBooks" button.
You with then be prompted to log in to your QuickBooks Online account. Once logged in, click the "Connect" button to authorize BusyPaws.
Once you have connected your account you can configure how your BusyPaws account syncs with QuickBooks Online. There are several fields on this form that you can use to customize how your data is transferred. On the first tab there are 3 tabs you need to configure Invoice Settings, Payment Settings and Tax Settings.
Invoice Settings
Default QuickBooks Income Account | A drop-down menu to select the QuickBooks income account you would like BusyPaws to use by default. When BusyPaws creates services for you (whether automatically or when manually requested to do so) this will be the income account that those services are associated with. |
QuickBooks Invoice Settings: Automatically manage service mappings for me | A toggle that, when enabled, allows BusyPaws to automatically create services in QuickBooks that map to your services in BusyPaws.
i.e. If you have a BusyPaws service called "Dog Training", BusyPaws will create a service in QuickBooks called "Dog Training" and associate this service to the Default Income Account specified above.
When this setting is disabled, a full list of your BusyPaws services will be shown. You can then assign the mappings manually. |
Payment Settings
QuickBooks Payment Settings | Choose which QuickBooks income accounts you want your BusyPaws payment types to map to. For most businesses, this is usually their Chequing/Checking account. |
Payment Processing Fees Expense Account | Select the QuickBooks expense account you want BusyPaws to use for payment processing fees (Stripe) when syncing payouts.
When BusyPaws syncs a payout, it creates a Deposit in QuickBooks. This Deposit reconciles the synced payments and records any processing fees charged. |
Tax Settings
Taxes | A drop-down menu to map the tax rate that you have set in BusyPaws to the associated tax rate in QuickBooks. |
Once you have adjusted the settings to your preferences, click the "Save & Continue" button.
Use the "Select Date" field under "Set Initial Date" to choose the date from which you want your BusyPaws account to start sending invoices to QuickBooks.
If you have been manually transferring your invoice data to Quickbooks, be sure to choose the current date or later. Choosing a date in the past may result in duplicate invoices/payments if BusyPaws sends information to QuickBooks that you have already entered or imported manually.
Click the "Complete Setup" button and you're done! BusyPaws will start back-filling Invoices and Customers from the initial date that you set.
Sync Log
Once you have connected QuickBooks to your BusyPaws account your invoices will sync automatically once daily. If you wish to trigger the sync manually at any other time, select the "Sync Now" found on the QuickBooks card of your Links & Integrations page.
Your account keeps a record of all invoice sync attempts. To access this log, click the "Daily Sync Log" button.
The QuickBooks Daily Sync Log page provides details on all of the invoices, payments, and payouts that have been sent to your QuickBooks account. Each section on this page lists the sync date at the top followed by a list of successful imports and a list of failed imports (if any). Invoices are listed with their BusyPaws invoice number and status. Select any listed invoice's number to open its information page in BusyPaws, or click "View in QuickBooks" to open it in your QuickBooks account.
If an invoice sync fails it will be listed with an error message describing why the sync failed.
Once you have addressed the problem(s) listed in the sync error message, you can retry the sync by clicking the "Resync" button for the invoice.
If you have multiple failed invoices and wish to retry them all at the same time, click the "Sync Now" button located at the top of the Sync Log page.
This will open a pop-up with a "Select Date" field. Use this field to control which invoices are synced to QuickBooks. After setting a value and clicking "Sync Now" the system will sync invoices generated on or after the chosen date, including those that previously failed to sync.
For more information on other items found on your Links & Integrations page, see our help guides on Using Links & Website Integrations and Integrating With MailChimp.