• 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, check which ShopKeep register shifts have synced, and view QuickBooks journal entries, sales receipts, and other 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 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 'Update Account Mapping'.
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    3. (Optional) Use the drop-downs to select new QuickBooks accounts.
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    4. (Optional) Toggle settings for posting locations, non-cash gratuity payouts, and cash expense payouts.
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    5. Click 'Save' to save changes.

    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.

    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.
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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.

    Cash Drawer Journal Entry

    The Cash Drawer journal entry posts for each register shift closed in ShopKeep. if the ‘Post Non-Cash Gratuity Payouts’ and/or ‘Post Cash Expense Payouts’ features are enabled during setup. Learn below how to view the Cash Drawer entry 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.

      Cash Drawer Entry | Begins with CD, R#, S#, and the date. This posts if the ‘Post Non-Cash Gratuity Payouts’ and/or ‘Post Cash Expense Payouts’ settings are enabled and there are payouts in the register shift. This entry includes only non-cash gratuity payouts and/or payouts triggered using the ‘Payout’ option on the register, not safe drops and ‘Buy Inventory’ payouts.
      Click for a sample view of the Cash Drawer entry

    *This entry also displays 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, 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, and Sales by Location.

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


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