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.

Setting up the HirePOS QuickBooks Exporter

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

From the main menu, go to Setup > Preferences > Accounting Integration & Other API's > Accounting Integration.
Select QuickBooks Online from the list of available integrations.
Scroll to the bottom of the page and click Save Changes.

Chart of Account Mapping

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.

Tax Code Mapping

To ensure correct tax recording, follow these steps:

In QuickBooks:

Navigate to GST from the main menu.
Select Settings > Edit Rates (QuickBooks QuickStart) or Edit GST > Edit Rates (QuickBooks Plus).
Observe your Tax Rates related to Sales in QuickBooks.

In HirePOS:

Navigate to Setup > Tax Codes.
Ensure the Description of your HirePOS Tax Codes matches that of your QuickBooks Tax Rates.

Exporting Invoices to QuickBooks Online

To export invoices to QuickBooks Online:

Click the QuickBooks button on the main screen in HirePOS.
Sign in to QuickBooks using your credentials.
Click Connect to authorize Intuit to share data with HirePOS.
Select the date range and choose specific invoices to export.
Click QuickBooks Transfer to send the invoices.

Reposting 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.

Common Export Errors

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

Error Message	What it Means	What to Do
`You must specify a transaction amount that is 0 or greater`	The invoice total is negative.	Consider converting the invoice to a credit note before export.
`Make sure all your transactions have a GST rate before you save`	Missing Tax Rate in QuickBooks.	Set up tax codes in HirePOS as per the Tax Code Mapping section.
`Error: Object reference not set to an instance of an object. {"QueryResponse":{},"time":"yyyy-mm-ddThh:mm:ss...."}`	Quickbooks was unable to find information HirePOS requested. Most commonly this relates to being unable to find a Contact record in Quickbooks	Ensure the Customer Company name in HirePOS and the Quickbook Contact Display name are Identical. A customer with different names in each system will not sync.
`Error: Could not verify whether Invoice has been successfully exported to QuickBooks`	There may be an unrelated Sales Record with the same number in QuickBooks	Open your QuickBooks and Search for any records with the same number as the invoice. Note that the conflicting record may be a different transaction type, such as an Adjustment Note.