This article covers our integration with QuickBooks "Desktop". If you need to connect with the cloud version of QuickBooks, see here: Getting Started with QuickBooks Online.
Before you can begin getting started with our QuickBooks integration, you must have Night Audit enabled on your account. There is a one-time $300 setup fee to get Night Audit up and running. Learn more about this here: Night Audit Explained
Step 1. Add the QuickBooks Application to your account
Go to Settings > Marketplace and click on Learn more for QuickBooks Desktop
Please note that pricing for this integration is $35/month.
Click the green Add application button. You are taken to the QuickBooks Desktop Mapping page.
Step 2: Map your accounts
On the QuickBooks Desktop Mapping page, you will see your accounts listed, and options for selecting external accounts. You can navigate here in the future by clicking on QuickBooks Desktop in your left-hand settings menu.
ACCOUNT TYPE: The first column shows the name of the account as it appears in ThinkReservations.
EXTERNAL TYPE: The second column is where you will select the type of account as it's set up in your QuickBooks account.
EXTERNAL ACCOUNT: The third column is where you will enter the name of the account as it appears on your QuickBooks account.
Enter Account names as they are configured in your QuickBooks account next to the corresponding ThinkReservations account names.
Select the account type from the dropdown. An overview of account types is further below.
Please note: During mapping, ThinkReservations currently does not support Accounts Receivable. You will want to create an "other asset" account in QuickBooks instead to map your AR accounts for the following:
- Accounts Receivable
- Guest Ledger
Please ensure that an Other Asset account is mapped to Accounts Receivable and Guest Ledger for the integration to work.Review your list, and click the Save button at the bottom of the page.
AP = Accounts Payable
Represents the money your business owes to others for goods or services received but not yet paid for.
AR = Accounts Receivable
A list of transactions related to customers who owe you money.
BANK = Bank account
Used to track transactions related to your business's checking, savings, and money market accounts.
COGS = Cost of Goods Sold
Used to track the direct costs associated with producing or purchasing the goods a business sells, such as raw materials, direct labor, and manufacturing overhead.
EQUITY = Equity
Tracks ownership interests in a company, representing the net worth of the business (assets minus liabilities).
EXP = Expenses
Used to track money spent on business operations like rent, utilities, supplies, and more.
FIXASSET = Fixed Assets
Fixed assets have a "useful life" of one year or more. Examples of fixed assets include buildings, machinery, vehicles, and furniture. Products you sell aren't fixed assets.
INC = Income
Used to track revenue or income generated by your business.
LTLIAB = Long-term Liability
Tracks debts or obligations due beyond one year, like a long-term loan.
OASSET = Other Asset
Used to track assets that aren't considered current or fixed assets, such as prepaid expenses, short-term notes receivable, or certain investments.
OCLIAB = Other Current Liability
Used to track debts or obligations that are expected to be paid within one year, such as deposits, unearned income, or amounts owed for specific services.
Step 3: Export your data
Once mapping is complete, you’re ready to begin!
Head to Reports and click on the report titled “Journal.”
Click “Export” at the top right and choose “QuickBooks IIF” in the drop-down.
Please Note: You cannot generate an IIF file for dates that have not yet had the Night Audit run on them. If you attempt to, you will receive a message stating:
Issue generating report:
The IIF file cannot be generated because the night audit has not been run for the selected dates.
Step 4: Import your data
Head over to QuickBooks Desktop and sign in to your company file as the Admin.
Make sure you are in Single User mode.
From the QuickBooks File menu (top left corner), select Utilities > Import > IIF Files.
Locate the .IIF file you just downloaded, highlight it, then select Open.
Select OK on the pop-up message confirming your data has been imported.
Review the data.