QuickBooks Online Sync

Overview

Connect your QuickBooks Online company once and Jeero enters your sales for you: each invoice when you send it, and each payment when it arrives. The sync is one way, from Jeero into QuickBooks. Nothing in QuickBooks is read back into Jeero, and nothing already in QuickBooks is changed except the records Jeero itself created.

Plan availability: QuickBooks sync is part of the Pro and Business plans and Enterprise (see Billing & Plans). Only US QuickBooks Online companies are supported for now.

Connecting

On the web, open My Company and find the Accounting card. The account owner clicks Connect to QuickBooks, signs in at Intuit, picks the QuickBooks company, and lands back on My Company with the connection shown as Connected.

Intuit expires a connection that has not been used for 100 days, and can revoke one at any time. When that happens the card shows Reconnect needed and syncing pauses; click Reconnect and it resumes. Nothing already entered is lost.

Disconnect stops the sync. Everything already in QuickBooks stays there.

What Syncs

An invoice line typed by hand, with no catalog item of that name, is filed under one item called Jeero Service. Items are created under your first active income account, with an account named Services preferred when there is one. A catalog item with a cost carries it as the purchase cost under your first Cost of Goods Sold account; books without one take the item without its cost. An item is entered once, when first used: a price or cost changed later in Jeero does not reach QuickBooks.

The property the work was done at goes on the invoice as the shipping address, when every visit on the invoice was at the same property.

A deposit the client paid on the quote is entered as a payment on the day it was taken, which QuickBooks holds as the client’s credit. The invoice is then entered at its full amount and the deposit is applied to it, so the balance due in QuickBooks matches what the client was asked for. The quote page shows where the deposit stands. A deposit recorded before Jeero kept payment rows has no payment to enter and is taken off the invoice as a discount line instead.

Sales Tax

US QuickBooks works out sales tax itself and does not take a rate from other apps. Jeero marks each line taxable or not and sets the invoice’s tax total to the amount it charged the client, which QuickBooks accepts as an override. The invoice in QuickBooks shows the same tax as the one your client received.

Payments, Payouts and Fees

Card payments are entered at the full amount the client paid, into Undeposited Funds. When Stripe pays out to your bank, the payout is entered as one deposit into the bank account you chose, on the day it arrived: the payments it carried come out of Undeposited Funds, the refunds too, and the processing fees from Stripe and Jeero go to the expense account you chose as one negative line, so the deposit equals what reached the bank and your bank feed matches it. Money withdrawn or returned over a dispute goes to your income account.

Choose the two accounts under Accounting on My Company; the lists come from your books. Payouts are entered from the moment both are chosen. A payout carrying a payment that is not in QuickBooks yet is not entered until it is: send that invoice to QuickBooks, then click Try again on the card. A payout you made by hand in Stripe, or one carrying one of several partial refunds of the same payment, is left for you to enter by hand.

A refund you give in Stripe is entered as a Refund Receipt against the same customer, with the invoice’s lines and tax scaled to the amount refunded. A second refund of the same payment updates that receipt to the running total. A deposit refunded before the invoice is entered becomes a one-line receipt under the Jeero Service item. A refund of a payment that was on hold and never applied is not entered, because that payment never reached QuickBooks.

Disputes and voided invoices are not sent to QuickBooks. Record those by hand.

Shifts to QuickBooks Payroll

Off until you turn it on, under Accounting on My Company. Once on, each finished shift is entered as time for the worker’s employee record in QuickBooks Payroll, from clock-in to clock-out with the breaks taken off, and is updated when the shift or a break changes. Each worker’s name in Jeero must match an active employee’s name in QuickBooks; a shift for a worker with no matching employee is refused, and the timesheet shows why, with a Send again button for once the cause is fixed. QuickBooks keeps a shift within one day, so a shift that runs past midnight is not sent. A shift deleted in Jeero stays in QuickBooks; remove it there. Job and travel timers are not sent: they overlap the shift and would pay the hours twice.

When a Sync Fails

QuickBooks can refuse a record: a customer name that already belongs to a vendor, an item name that clashes, a closed accounting period. The invoice page shows what QuickBooks said, under QuickBooks, and owners and managers are notified (see Notifications). Fix the cause in QuickBooks or in Jeero and click Retry sync.

Invoices From Before You Connected

Invoices sent before QuickBooks was connected are not entered on their own. On My Company, under Accounting, pick a day and click Send earlier invoices: every sent, viewed or paid invoice issued on or after that day that is not in QuickBooks yet is entered, oldest first, with its deposits, payments and refunds. You are notified when it is done, with how many were entered and how many QuickBooks refused; each refused invoice shows the reason on its page. A single invoice can also be sent from its own page with Send to QuickBooks.

Expenses

Expenses are not synced. The Expenses page has an Export for QuickBooks file for the bank-feed upload instead; see Expenses.