Enable the Quickbooks Integration

Note - If your Kounta business name has the symbol '&' we recommend changing this in your Site Information to a simple " and " as we have noticed some errors occurring when invoices are exported. 

1. From the Add-ons Page in Kounta back office, find the Quickbooks Integration

2. Enable this add-on by clicking on the orange Enable Quickbooks button

3. Now we need to click Connect to Quickbooks

4. This will now launch the familiar Quickbooks login page - log in with your Quickbooks username & password.

When prompted you will need to confirm the integration between Kounta and Quickbooks

5. Your connection should now see a green tick

Setting up your Default Accounts

Now we really are diving into the accounting side of things. 

Make sure you have your accounting/bookkeeper on hand, seat up and tray table stowed.

This is not our forté either, so the below suggestions and Best Practise recommendations are from our Accounting Partners.

Note - If you require further clarification on any of the Account Type terms or which accounts these should be mapped to in Quickbooks, the Quickbooks Support Team are best placed to assist support@QuickBooks.com.

Your Default Accounts are the accounts that Kounta will send your sales data to when there are no Advanced Account (Product Specific) Mapping details present.

1. To begin mapping your Default Accounts select the Manage tab.

2. Check the box next to For each taking and account sale in Kounta, create a Sale in Quickbooks Online

You will now see all of the options to map your Kounta data to your specific Quickbooks Accounts. 

As mentioned above, this integration will give you recommended accounts for each account type based on the accounts you have listed in your chart of accounts. We have included a brief description of each field and account type below.

Create Quickbooks Invoices

3. Assign Sales to Class & Location

" Location Tracking and Class Tracking lets you track your income and expenses. You can use either one of them individually or both of them together.

Class tracking specifies a different class for each detail line of a transaction
Location tracking allows you to assign a location to an entire transaction " - Quickbooks

Eg: Managing your Kounta sites separately under the same Quickbooks account.

4. Invoice Number Prefix

This will allow you to place a prefix at the start of any invoices that arrive in Quickbooks from Kounta to assist in which invoices belong to which export type (this one specifically for Reconciliation Exports).

5. Select whether you want your data to appear as either Draft or Approved Invoices;

Draft - Reports as a $0 draft invoice with the accounts written as a line item on the invoice which needed to be approved before any data was written to the accounts.

Many of our customers use this feature for;

- Assigning Class & Locations
- Fixing up reconciliation errors before the invoices are approved

Approved - If you check your numbers in Kounta first, then bypass the drafting step and write your data directly to your P&L and save yourself the time.

When you set your data to appear as a Draft in Quickbooks, you will also need to assign Clearing Accounts for your payment types - like you would for assigning clearing accounts for approved invoices or account sales below. 

6. All of the below accounts will need to be mapped even if you are not using them (ie Gift Cards) in order to 'complete' the integration setup. 

Configure Accounting for account sales

Invoice Number Prefix

This will allow you to place a prefix at the start of any invoices that arrive in Quickbooks from Kounta to assist in which invoices belong to which export type (this one specifically for Account Sales).

Deposit Sales into Account

Setting up Tax Codes and Clearing Accounts 

Once the Default Accounts have been mapped you will need to then select the Quickbooks Tax Type mapping for your Kounta tax codes - you can find out more about adding and managing your taxes in your Kounta Account here.

The Integration will give you the recommended tax codes from your Quickbooks Accounting Program for these tax types. If you don't see the option here but you use this Tax Type in Kounta, you will need to create the corresponding tax code in Quickbooks. 

Setting up Clearing Accounts for Kounta Payments

You will now have the option of selecting your Quickbooks Clearing Accounts for any payments that have been made in Kounta (These are all of your payment methods eg: Cash, EFTPOS, Albert, Mint Payments & Tyro)

You will now come to an option that looks like the screenshot below. This will give you 2 options, to set the payments from Kounta to Quickbooks and the payments from Quickbooks to Kounta.

Payments from Kounta to Quickbooks

This account represents the default account for all of your payment types in Kounta, if you select ONLY this option, all of your payment methods used in Kounta will be sent to this account.

Advanced Options for Clearing Accounts

If you select the 'Advanced Options' shown in the screenshot above, that will drop down a listing of all of your Kounta Payment Methods along with options to map those payment methods to specific accounts in Quickbooks.

Eg: Cash goes to a Cash Clearing account, while your Integrated EFTPOS payment types (in the below scenario we have Albert, Mint Payments and, Tyro) could go to an EFTPOS Clearing account.

Don't Forget - Once the above mapping has been completed, click 'SAVE' to save the account mapping. 

Setting up Product Level (Product Specific) Mapping

Once you have completed the above and you have clicked SAVE you will then be presented with an option box that looks like the one below.

This will now give you the option to select specific Income Accounts at a product level, this will tell Kounta to look at these settings first when we export to Quickbooks before using the Default Income Account. 

1. Click on the link Click here to configure individual Accounts for each of the Products.

This will now present you with a new page with two columns of drop-down boxes, you will now be able to select the following options for each product.

Selling Account - This will be the account that represents all of the Income (Sales) from that product.

Buying Account - This will be the account that represents all of the Cost (Purchase Cost) associated with that product.

Once you have configured the mapping for all of your products, just simply click 'SAVE'. Kounta will then utilise those settings on the next Reconciliation Export. 

Pro Tip - If you leave these boxes blank, the default account (set up earlier) will apply for the product. 

Setting up Purchase Orders

On Manage plans or higher, Kounta can also synchronise Purchase Orders to Quickbooks.

When you mark a purchase order as received in Kounta, it will now sync beautifully with your accounting software. No more double handling fuss. Just more time to focus on growing your brand.

1. To begin setting up your Purchase Orders select the Manage tab.

2. Check the box next to For each purchase order in Kounta, create a Purchase Invoice in Quickbooks

Once enabled, you will now need to map your accounts for your Purchase Orders - it's very similar to when we mapped your Default Accounts.

Use the drop-down boxes to select which account should receive the cost associated with received purchase orders, and map your taxes to their Quickbooks equivalents.

Create Quickbooks Expenses

Purchase Number Prefix

This will allow you to place a prefix at the start of any purchase order that arrives in Quickbooks from Kounta to assist in identifying purchase orders in Quickbooks.

Assign Sales to Class & Location

" Location Tracking and Class Tracking lets you track your income and expenses. You can use either one of them individually or both of them together.

Class tracking specifies a different class for each detail line of a transaction
Location tracking allows you to assign a location to an entire transaction " - Quickbooks

Eg: Managing your Kounta sites separately under the same Quickbooks account.

Deposit Purchase into Account

Just like when we mapped tax codes earlier, Once the Purchase Account has been mapped you will need to then select the Quickbooks Tax Type mapping for your Kounta tax codes - you can find out more about adding and managing your taxes in your Kounta Account here.

The Integration will give you the recommended tax codes from your Quickbooks Accounting Program for these tax types. If you don't see the option here but you use this Tax Type in Kounta, you will need to create the corresponding tax code in Quickbooks. 

As purchase orders are marked as received in Kounta, they will export across to Quickbooks.

For further details on how Kounta handles purchase orders, see our guide on Inventory Management with Kounta.

Don't Forget - Once the above mapping has been completed, click 'SAVE' to save the account mapping. 

Synchronisation Settings

The Integration will be able to perform a sync of your data between Kounta at automatic intervals interval.

You will be able to see these options by clicking on the Sync tab in the Integration. 

Synchronisation Settings

Account Timezone - This will allow you to configure your sites timezone (just to make sure the times & dates match). If this is wrong by default, you may also want to confirm you have set yourself up in the correct time zone from the Site Information settings.

Integration Start Date - What date do you want to start synchronising data to Quickbooks from? You can backdate this date by 30 days max.

Synchronisation

Automatic synchronisation is currently - Turn on or off the sync here

Next automatic sync in - These are set to 60-minute intervals., however, you can click the Sync Now button to manually trigger a synchronisation now (this can be helpful if you are waiting on an Account Sale to come through).

Integration Functionality

The functionality that the Integration is able to provide will differ depending on whether you are already using the functionality in Kounta or if they are being performed in Quickbooks.

Kounta

Reconciliation Exports

- All of your Reconciliation Exports will be exported directly to the accounts specified in the Integration setup each day after you have completed your Takings.

- You are able to export to your Default Accounts or select Payment and Product specific accounts.

Account Sales

- An Account Sale is able to be created in Kounta, and we will then push an Account Sale Invoice into Quickbooks. The Invoice will be created in the 'Awaiting Payments' section in Quickbooks.

- You are able to make payments to Account Sale which will then sync those payments from Kounta and apply those payments to that Invoice in Quickbooks.

- You are able to finalise an Account Sale in Kounta and those finalised payments will sync through to Quickbooks and finalise the Invoice in Quickbooks.

- If you add a contact to an Account Sale in Kounta, the Integration will create that contact in Quickbooks as part of the Invoice sync. 

- You are able to perform discounts/adjustments onto Account Sale and these will automatically adjust the line items of those products when the invoice is created in Quickbooks. 

Purchase Order Invoices

- All of your Purchase orders will be exported to the accounts specified in the Integration setup once the order has been marked as received in Kounta back office.

- You default accounts and product-specific mapping work for Purchase Orders too.

Quickbooks Online

Reconciliation Exports

- All of your Reconciliation Exports will be exported directly to the accounts specified in the Integration setup each day after you have completed your Takings.

Account Sales

- Quickbooks does not have the ability to sync payments from Essentials to third-party programs, so payments can only be made in Kounta.

- Quickbooks is not able to create invoices which will then create an Account Sale in Kounta, the Account Sale invoices are only able to be created in Kounta

- Quickbooks is not able to make amendments to invoices as these changes will not sync back to Kounta and will cause the invoice to be over/underpaid. 

Purchase Order Invoices

- Once a Purchase order has been received in Kounta, it will create this as a Purchase Invoice in Quickbooks - ready for your Accounts team to pay - nice and easy.