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.

QBO Accounting Page Showing Credentials

Assign QBO GL Codes to GoTab Accounting Groups

  • Click the gear icon on the Accounting page to get to Account Configurations.
  • Click "Configuration".

KB Accounting Configs

  • Click the pencil icon on relevant accounts and assign to the corresponding GoTab accounting group. 
Example: Food account to GoTab Accounting Group "Net Sales" and Gift Cards to "Deferred Revenue".

Set QBO to 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. 

Receivable Customer (1)

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.
  • An asterisk with a red exclamation denotes a QBO GL Code but no corresponding GoTab accounting group has been set. 

Below is an example. Food has just an asterisk which means that this is connected to QBO and has a GoTab accounting group selected. Liquor has an asterisk with a red warning exclamation letting you know that this was pulled from QBO but no GoTab account group has been set. 

KB Accounting W and Wout Error

Map Your Connected QBO Accounts

  • Click Mapping
  • Assign your QBO linked revenue account for Categories, Discounts, Refunds etc.

Notes:

  • Be sure to select a QBO linked account for all options. Any unlinked will cause the data export to fail until corrected.
  • After assigning account, click "save" for each.
  • Use the filter unlinked to help ensure all options have a linked account

Account Mapping.jpg

 

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.

KB w QBO Export Button (1)

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.