• This feature is only available for ShopKeep merchants on select pricing packages.
  • The steps and images in this article apply to ShopKeep accounts created on or after December 9, 2019. For accounts created before December 9, please visit our QuickBooks article here.
  • QuickBooks® Integration: Advanced Topics

    With QuickBooks Integration set up, now learn about using ShopKeep together with QuickBooks. See how to change the QuickBooks accounts data syncs to, update the posting method, check which ShopKeep register shifts have synced or which transactions are pending, and view QuickBooks Journal Entries, Sales and Refund Receipts, Transfers, and recommended reports.

    Table of Contents

    Update Account Mappings and Settings

    Advanced users can change which QuickBooks accounts receive each piece of ShopKeep data and toggle optional settings for posting locations, non-cash gratuity payouts, and cash expense payouts. Updates take effect during the next register shift or transaction (depending on the posting method in use) and do not affect data already in QuickBooks.

    If possible, update account mappings and settings before any data syncs to QuickBooks to avoid potential syncing issues.

    1. In BackOffice, click 'Integrations' and select 'QuickBooks Accounting'.
    2. Click ‘Settings’ and select 'Update Account Mappings'.
      Click to Enlarge
    3. (Optional) Use the drop-downs to select new QuickBooks accounts.
      Click to Enlarge
    4. (Optional) Toggle settings for posting locations, non-cash gratuity payouts, and cash expense payouts.
      Click to Enlarge
    5. Click 'Save' to save changes.

    Update Posting Method

    Update the posting method to change whether ShopKeep data syncs to QuickBooks as a single summary for each register shift closed or as individual transactions for each sale and return.

    Before updating the posting method, all register shifts must be closed. For help closing register shifts, visit our Ending Your Day article.

    1. In BackOffice, click ‘Integrations’ and select ‘QuickBooks Accounting’.
      Click to Enlarge
    2. Click ‘Settings’ and select ‘Update Posting Method’.
      Click to Enlarge
    3. Select a posting method.
      • Summaries (default) | Posts a summary of each register shift as a single Sales Receipt soon after the shift is closed.
      • Individual Transactions | Posts each sale and return as a separate Sales or Refund Receipt soon after being performed.
      Click to Enlarge
    4. Click ‘Back to Dashboard’ to return to the QuickBooks Dashboard.

    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.

  • The Synced Shifts table only applies to the ‘Summaries’ posting method. If the ‘Individual Transactions’ posting method is in use, the Pending Transactions table will appear instead.
  • For help resolving common syncing issues, visit our QuickBooks troubleshooting guide.
    1. In BackOffice, click 'Integrations' and select 'QuickBooks Accounting'.
    2. Scroll down to view the Synced Shifts table.
      Click to Enlarge
      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.
      Click to Enlarge

    View Pending Transactions

    The Pending Transactions table gives details on transactions that are currently syncing to QuickBooks and transactions that failed to sync to QuickBooks after enabling the integration. See when a transaction attempted to sync and, if it failed, try syncing it again.

  • The Pending Transactions table only applies to the ‘Individual Transactions’ posting method. If the ‘Summaries’ posting method is in use, the Synced Shifts table will appear instead.
  • For help resolving common syncing issues, visit our QuickBooks troubleshooting guide.
    1. In BackOffice, click 'Integrations' and select 'QuickBooks Accounting'.
      Click to Enlarge
    2. Scroll down to view the Pending Transactions table.
      Click to Enlarge

      Status | A grey icon indicates the transaction is currently being synced to QuickBooks and a red x means there was an error.
      Transaction Posted Time | Date and time the transaction attempted to sync to QuickBooks.
      Posting Type | Indicates whether the transaction is a QuickBooks Sales Receipt, Refund Receipt, Transfer, or Payout Journal Entry.
      Action | If a transaction fails to sync to QuickBooks, an option will appear in this column to allow you to see what went wrong and try syncing the transaction again.

    3. Click ‘Review’ on a failed transaction line to view the errors and try syncing again.
      Click to Enlarge

    QuickBooks Transactions and Reports

    Explore the Journal Entries, Sales and Refund Receipts, and Transfers that post to QuickBooks as well as some useful reports.

    IMPORTANT: Sales tax figures in reporting are estimates based on how you have configured your tax rates and tax groups 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 Rate Report article.

    Cash Drawer Journal Entries

    Cash Drawer Journal Entries post to QuickBooks when the ‘Post Non-Cash Gratuity Payouts’ and/or ‘Post Cash Expense Payouts’ features are enabled in BackOffice during setup and there are payouts at the register.

    For the Summaries posting method, a single Cash Drawer Journal Entry shows all payouts occurring during a register shift. For the Individual posting method, each payout performed posts as a separate Journal Entry.

    Cash Drawer Journal Entries include ‘Non-Cash Gratuity’ payouts and/or payouts triggered using the ‘Payout’ option but do not include ‘Safe Drop’ and ‘Buy Inventory’ payouts or pay ins.

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

      Cash Drawer Entry (Summaries Posting Method) | Begins with CD (cash drawer), R# (register), S# (shift), and the date. This posts if the ‘Post Non-Cash Gratuity Payouts’ and/or ‘Post Cash Expense Payouts’ settings are enabled and payouts are performed. For the Summaries posting method, a Cash Drawer entry posts for each register shift and includes all payouts occurring during the shift. This entry also includes the opening and closing managers, cash drawer amounts, and drawer shortage or overage in the ‘Memo’ field.
      Click for a sample view of the Cash Drawer Entry for the Summaries posting method

      Cash Drawer Entry (Individual Posting Method) | Begins with CD (cash drawer), the first 7 letters of the ShopKeep store name, and a random string of characters. This posts if the ‘Post Non-Cash Gratuity Payouts’ and/or ‘Post Cash Expense Payouts’ settings are enabled and payouts are performed. For the Individual posting method, a separate Cash Drawer entry posts for each payout occurring at the register.

    Sales and Refund Receipts

    A Sales Receipt will post to QuickBooks for each register shift closed in ShopKeep or a Sales/Refund Receipt will post for each individual transaction, depending on the posting method in use. For the Summaries posting method, Sales Receipts show total sales, returns, and other details of a shift. For the Individual posting method, Sales and Refund Receipts show amounts specific to each sale or return.

    1. Navigate to the Journal report.
    2. Click a 'Sales Receipt' or ‘Refund Receipt’ to view.

      Sales Receipt (Summaries Posting Method) | Begins with SR (sales receipt), R# (register), S# (shift), and the date. This posts for each register shift closed in ShopKeep if there are sales in the shift. Sales Receipts for the Summary posting method includes total sales, returns, net discounts, issued and redeemed liabilities, gratuity, and tax for the register shift.
      Click for a sample view of the Sales Receipt for the Summaries posting method

      Sales Receipt (Individual Posting Method) | Begins with SR (sales receipt), the first 7 letters of the ShopKeep store name, and a random string of characters. This posts for each sale run at the register. Sales Receipts for the Individual posting method include the sale amount and any discounts, issued and redeemed liabilities, gratuity, and tax on the sale.
      Click for a sample view of the Sales Receipt for the Individual posting method

      Refund Receipt (Individual Posting Method) | Begins with RR (refund receipt), the first 7 letters of the ShopKeep store name, and a random string of characters. This posts for each return performed at the register. Refund Receipts for the Individual posting method include the return amount and any discounts, liabilities, gratuity, and tax on the return.
      Click for a sample view of the Refund Receipt for the Individual posting method

    Transfers

    Transfers distribute sale and return totals between the QuickBooks account mapped as the ‘Tender Clearing Account’ and the accounts for the specific tenders used in each register shift or split tender transaction.

    For the Summaries posting method, the total amount tendered for a register shift is deposited into the ‘Tender Clearing Account’ via the Sales Receipt. One or more Transfers then distribute this amount into the accounts for the tenders used during the shift. For the Individual posting method, Transfers are only used for transactions with multiple different tenders because Sales and Refund Receipts for single tender transactions interact directly with the relevant tender accounts.

    1. Navigate to the Journal report.
    2. Click a ‘Transfer’ to view.

      Transfer | For Sales Receipts, Transfers remove the sales amount deposited into the ‘Tender Clearing Account’ and add it to the account(s) for the individual tender(s) used in the register shift or split tender sale. For Refund Receipts, Transfers remove the refund amounts from the accounts for the individual tenders used in the split tender return and add them back into the ‘Tender Clearing Account’.
      Click for a sample view of a Transfer

    Check out some frequently used QuickBooks reports, such as the Profit and Loss, Balance Sheet, and Sales by Location reports.

    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 (undeposited funds) and liabilities (total outstanding gift card balance and credit card tips).
    Click for a sample view of the Balance Sheet

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

    Having problems with sales syncing to QuickBooks? Visit our QuickBooks Troubleshooting guide for help.