How do I connect QuickBooks Online?

NinjaHQ can send your sales to QuickBooks Online by itself: one sales receipt per day for online sales, receipts for front desk sales, and a refund receipt for that day's refunds. You connect once and choose where each kind of money goes.

Before you begin

• You need to be an owner and have a QuickBooks Online company.
• Stripe should already be connected: How do I connect Stripe?.
• If the page says NinjaHQ is finishing the QuickBooks connection, the Connect button is not available yet. Check back later.

Steps

1. Open QuickBooks under Settings.
2. Press Connect to QuickBooks. You sign in to Intuit and choose the company. You can disconnect at any time here or in QuickBooks.
3. Back in NinjaHQ, tell it where the money goes. The easiest way is Set up the usual accounts for me. It adds these to QuickBooks, or reuses ones with the same name: a Stripe Clearing bank account, an income account for each line (Competition Income, Camps and Events Income, Membership Income, Class Pack Income), plus Party Income, Merchandise Sales and a Sales Tax Collected liability account. Front desk money goes to Undeposited Funds. You can rename or change any of them later.
4. Or choose them yourself under Where the money goes: Online payments (Stripe) go to, Front desk payments go to and an income account for competitions, camps and events, memberships and class packs. Party bookings, Merchandise and Sales tax collected are optional. Each list shows only account types QuickBooks accepts. If a list is empty, press the Create ... for me button under it and NinjaHQ makes the account for you.
5. Under Send Days From, pick the first day to send. Days before this date are never sent, which keeps you from doubling what is already in QuickBooks.
6. Leave Send each finished day automatically, every night ticked, or untick it to send by hand.
7. Press Save.

What you'll see

• A green Connected to bar with your company's name.
• Once your website is live and the accounts are chosen, a status box shows Working (or Needs attention), the next automatic send, how much was sent in the last 30 days and a Check connection button.
• Before launch, a notice says nothing is sent to QuickBooks until your website goes live. Set up the accounts now and sending starts with the first day after launch.
• Press Send now any time to send everything up to yesterday immediately.

To see exactly what is sent, read What does NinjaHQ send to QuickBooks?.

Troubleshooting

Some saved choices do not fit this QuickBooks company. A red notice lists each one with what to fix. Choose the accounts again and press Save. Nothing is sent until they are fixed.

An account I added in QuickBooks is not in the list. Reload the page. Accounts that are inactive in QuickBooks do not appear.

It says QuickBooks needs to be reconnected. Press Connect to QuickBooks again. If connecting keeps failing, tell NinjaHQ.

I want to stop. Press Disconnect and confirm.