Setting up QuickBooks Online

Our QuickBooks Online integration allows for your GoTab accounting data to automatically sync via daily exports of your accounting information directly into QBO.

Before Connecting QuickBooks

1. Prepare your QuickBooks Online side. Once QBO is connected, we automatically import GL (general ledger) Codes from QuickBooks.
2. Contact your customer success manager to grant your location access to the QuickBooks Online integration and answer the following two questions.
   
   1. Accrual (highly recommended) or cash basis accounting?
   2. Automatic (highly recommended) or manual data exports?

Connecting QuickBooks

• Click on your Accounting page and click connect QuickBooks at the top. From here, you will be prompted for your QuickBooks credentials.

Assign QBO GL Codes to GoTab Accounting Groups

• Click the gear icon on the Accounting page to get to our new Chart of Accounts.

• Click over to Unmapped on the far right.

• Click the pencil icon on the relevant accounts and map them to their corresponding GoTab Accounting Group.

• As highlighted in the image below, you will need a "Customer" created within QuickBooks for any receivables. Receivables in GoTab are any tab(s) that are not paid by the end of the business day. Although you can simply call "GoTab" the customer in QBO, please note that it's not money owed from GoTab, but rather the total of all tabs on a given day that were not paid in full. 

• Now the GL codes imported from QuickBooks Online are mapped, we can go through our chart of accounts. Net Sales--Autograt--Tax--Deferred Revenue--Receivables--Tips--Fees--Chargebacks--Processors--Other--Paid in/Out and assign the newly mapped QBO GL codes.

Notes:

• GoTab pulls all GL Codes from QBO. For any non-relevant codes, please ignore and do not delete or assign to accounting group.
• An asterisk by the account name indicates that this is an imported QBO GL Code and that a GoTab accounting group has been associated. The account then will also no longer show in unmapped. In our Beer example, you now see it is showing under Net Sales with an asterisk denoting it's mapped and connected to QBO.
• A red asterisk and an account still in unmapped denotes a QBO GL Code but no corresponding GoTab accounting group has been set.
• QBO integration is not dynamic. If changes are made in QuickBooks Online, then you must reconfigure QuickBooks from the Accounting Page. Then, individually remap accounts in GoTab. It is highly recommended to completely configure QBO before connecting to GoTab.
• Be sure to select a QBO linked account for all options. Any unlinked will cause the data export to fail until corrected.

FAQs

Why did my QuickBooks export fail for a specific day? 

The most likely reason is that this day contained an option that is not linked to a QBO GL Code

What do I do if an export failed?

Navigate to the Accrual section of your Accounting page (Deposit if on Cash basis accounting) and click the QuickBooks icon on the information card for the business day in reference. If something is unlinked, it will tell you what and provide you an opportunity to link to a QBO GL Code and then try the export again by clicking the QBO icon.

Note: A "last submitted" note beside the QuickBooks icon indicates a successful export. If "last submitted" does not show, then the export was unsuccessful for that day.