QuickBooks (Overview)

This guide provides step-by-step instructions on setting up the HirePOS QuickBooks Exporter to seamlessly export invoices from HirePOS to QuickBooks for efficient accounting integration.

To enable the QuickBooks Exporter in HirePOS, follow these steps:

1. From the main menu, go to Setup > Preferences > Accounting Integration & Other API's > Accounting Integration.

2. Select QuickBooks Online from the list of available integrations.

3. Scroll to the bottom of the page and click Save Changes.

Currently, COA mapping is not available for the QuickBooks Exporter. The total value of your exported invoices will be recorded against your general 'Sales' account in QuickBooks.

To ensure correct tax recording, follow these steps:

In QuickBooks:

1. Navigate to GST from the main menu.

2. Select Settings > Edit Rates (QuickBooks QuickStart) or Edit GST > Edit Rates (QuickBooks Plus).

3. Observe your Tax Rates related to Sales in QuickBooks.

In HirePOS:

1. Navigate to Setup > Tax Codes.

2. Ensure the Description of your HirePOS Tax Codes matches that of your QuickBooks Tax Rates.

To export invoices to QuickBooks Online:

1. Click the QuickBooks button on the main screen in HirePOS.

2. Sign in to QuickBooks using your credentials.

3. Click Connect to authorize Intuit to share data with HirePOS.

4. Select the date range and choose specific invoices to export.

5. Click QuickBooks Transfer to send the invoices.

If you need to repost an invoice, follow these steps:

• To flag a record as not synced, check the record and click "Mark As Pending."

• To remove and re-post an invoice, use the Options tab in HirePOS.

If you encounter errors during export, refer to the following:

Error: You must specify a transaction amount that is 0 or greater

What it Means: The invoice total is negative.

What to Do: Consider converting the invoice to a credit note before export.

Error: Make sure all your transactions have a GST rate before you save

What it Means: Missing Tax Rate in QuickBooks.

What to Do: Set up tax codes in HirePOS as per the Tax Code Mapping section.