This feature is only available for ShopKeep merchants on select pricing packages.

QuickBooks® Integration: Advanced Topics

With QuickBooks Integration set up, now learn about using ShopKeep together with QuickBooks. See how to update account mapping, check which register shifts have synced, view QuickBooks reporting, and properly track liabilities such as gift cards.

Table of Contents

Update Account Mapping

Advanced users can change which QuickBooks accounts receive each piece of ShopKeep data. Account mapping updates take effect during the next register shift and do not affect data already in QuickBooks.

If possible, update account mapping before any data syncs to QuickBooks to avoid potential issues.

  1. In BackOffice, click 'Integrations' and select 'QuickBooks'.
  2. Click 'Update Account Mapping'.
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  3. Click through the tabs to navigate the different types of accounts.

    Don’t see a pop-up? Learn to disable your pop-up blocker here.

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  4. Use the drop-downs to select new QuickBooks accounts.
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  5. Click 'Save' to save changes.
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View Synced Register Shifts

The Synced Shifts table gives details on all closed register shifts sent to QuickBooks after enabling the integration. See when a register shift was closed, check if it synced, and view journal entries and sales receipts directly in QuickBooks.

  1. In BackOffice, click 'Integrations' and select 'QuickBooks'.
  2. Scroll down to view the Synced Shifts table.
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    Status | A green check means the register shift posted to QuickBooks, a red x means there was an error.

    Visit our QuickBooks Troubleshooting guide for help resolving common errors.

    Shift Closed Time | Date and time the register shift was closed.

    Last Sync Time | Date and time the register shift synced to QuickBooks. If there was an error, this is the date and time the register shift attempted to sync.

    Register Number | Number of the register on which the register shift took place.

    Register Name | Name of the register on which the register shift took place.

  3. Click a register shift to expand its view and see journal entries, sales receipts, and errors.
    • Click ‘View in QuickBooks’ to open a journal entry or sales receipt in QuickBooks.
    • Click ‘View Errors and Retry’ to review any QuickBooks sync errors.
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QuickBooks Reporting

Explore the journal entries and sales receipt that post to QuickBooks as well as some other useful reports.

IMPORTANT: Sales tax figures in reporting are estimates based on how you have configured your tax rates in BackOffice. For official filings, always verify your current local rates, then manually calculate tax using net taxable and non-taxable revenues. Be aware that tax laws can change at any time and you should contact a tax professional for specific tax advice regarding your business.

To learn how tax is calculated in ShopKeep, visit our Sales by Tax Group Report article.

Journal Entries

At least one journal entry posts for each register shift closed in ShopKeep. If the ‘Post Payouts’ feature is enabled during setup, an additional entry will post. Learn below how to view both the Tenders and Cash Drawer entries in QuickBooks.

  1. Log in to QuickBooks after a register shift is closed.
  2. Click 'Reports'.
  3. Search for 'Journal'.
  4. Select an entry to view.

    Tenders Entry | Begins with TE, R# (register), S# (shift), and the date. This posts if there are sales in the register shift and includes the total amount tendered, tax, totals by tender, and credit card gratuity.
    Click for a sample view of the Tenders entry

    Cash Drawer Entry | Begins with CD, R#, S#, and the date. This posts if the ‘Post Payouts’ setting is enabled and there are drops or payouts in the register shift. This entry includes safe drops and all types of payouts.
    Click for a sample view of the Cash Drawer entry

*Both entries also display the opening and closing managers, opening and closing drawer amounts, and any drawer shortage/overage in the ‘Memo’ field.

Sales Receipt

Each register shift also gets a QuickBooks sales receipt. The sales receipt shows a breakdown of total sales for each ShopKeep department.

  1. Navigate to the Journal report.
  2. Click 'Sales Receipt' to view.

    Sales Receipt | Begins with SR, R# (register), S# (shift), and the date. This entry posts if there are sales in the register shift. The sales receipt includes sales totals by department, total returns, and net discounts.
    Click for a sample view of the Sales Receipt

Check out some other frequently used reports such as Profit and Loss, Balance Sheet, Sales by Product/Service, and Sales by Department.

Profit and Loss | This report shows total income (sales, returns, and discounts) and any expenses you have entered in QuickBooks.
Click for a sample view of the Profit and Loss report

Balance Sheet | This report shows total assets (cash drawer cash, undeposited funds, ‘buy inventory’ payouts) and liabilities (sales tax, total outstanding gift card balance, and credit card tips).
Click for a sample view of the Balance Sheet

Sales by Product/Service Summary | This gives a breakdown of sales by ShopKeep department and includes total returns and discounts.
Click for a sample view of the Sales by Product/Service Summary report

Sales by Department Summary | This displays total net sales for each ShopKeep store syncing to QuickBooks. To view this report, you must enable ‘QuickBooks Departments’ during integration setup for each store and turn on location tracking in QuickBooks (set the Location Label to ‘Department’).
Click for a sample view of the Sales by Department Summary report

  1. Click 'Reports'.
  2. Search for and click on a report.
  3. Select a preset or custom date range and click 'Run Report'.
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Having problems with sales syncing to QuickBooks? Visit our QuickBooks Troubleshooting guide for help.

Gift Cards & Liabilities

Extra steps must be taken in both ShopKeep and QuickBooks to ensure that sales of gift card, gift certificate, and deposit liabilities are tracked properly.

Liabilities in ShopKeep

Put gift card, gift certificate, and deposit liabilities in their own department to make tracking them in QuickBooks easier.

  1. From the Item List, select the item you use to issue gift cards, gift certificates, and/or deposits.
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  2. Set the item's department to 'Gift Card' or something similar.
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  3. Click 'OK' to save changes.
  4. Sign in to the register as a manager.
  5. Open the Main Menu, tap ‘Get Updates from BackOffice', and tap 'Get Updates'.

    If you receive an error while getting updates, visit our troubleshooting guide for help.

  6. Repeat steps 5 - 6 on each additional register.
  7. Follow the steps for QuickBooks in the section below.

Liabilities in QuickBooks

Update the accounts that liabilities post to so they are correctly accounted for in QuickBooks.

  1. Log into QuickBooks after closing your first register shift.
  2. Click 'Reports'.
  3. Search for and click on 'Product/Service List'.
  4. Select 'GIFT CARD'.
  5. Change the 'Income Account' to 'SK-Gift Card Liability'.

    If you changed your account mapping, select the account used for liability tenders.

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  6. Check 'Also update this account in historical transactions' and click 'Save and close'.
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