Add-on: QuickBooks

Install and set up the Add-on

Install the Add-on

1. Go to Settings > Add-ons in your Storeganise dashboard.
2. Find the QuickBooks Add-on and click Install.
3. After installation, you'll be redirected to the QuickBooks Add-on settings page.
4. Click "Enable" to view the Authorization link.

Connect to QuickBooks

1. In the QuickBooks Add-on page, click the Authorization link.
2. Log in to your QuickBooks account.
3. Select the correct company from the available options.
4. Confirm authorization.
5. Refresh the QuickBooks Add-on page in Storeganise to verify that the company ID and app token are populated.
6. Check the CompanyID matches your ID in Quickbooks.

   1. Keyboard shortcut:

      1. For Windows: Press Ctrl + Alt + ?
      2. For Mac: Press Control + Option + ?
   2. This shortcut opens a pop-up showing your company ID

Configure the integration

Step 1: Set up tax codes in QuickBooks

QuickBooks US accounts

1. Open QuickBooks and go to Taxes.
2. You will see limited options such as Sales tax, Income tax, and 1099. QuickBooks US uses a predefined structure.
3. Set up your sales tax by following the Quickbooks guide.
4. You do not need to manually add custom tax codes.

QuickBooks UK/EU accounts

1. Open QuickBooks and go to Taxes from the menu.
2. Click Add tax.
3. Choose the appropriate tax type (e.g., VAT).
4. Create custom tax codes as needed:
   • Example: VAT 5 (5% tax rate)
   • Example: Exempt (0% tax rate)
5. Save each tax code.

Step 2: Set up services in QuickBooks

To match your Storeganise accounting codes to invoice line items in QuickBooks, you must create your account codes as Products and Services in QuickBooks.

QuickBooks US accounts

• Go to Sales > Products & Services in QuickBooks.
• Create services that align with your Storeganise account codes:
  • Examples: rent , deposit , prepayment .
• On the product/service information page:

  • Click Edit sales tax

    Choose:

    • "Taxable—based on location only" for taxable items
    • "Nontaxable" for items with no associated tax

QuickBooks UK/EU accounts

1. Go to Sales > Products & Services in QuickBooks.
2. Create services that align with your Storeganise account codes:
   • Examples: rent , deposit , prepayment .
3. Assign the relevant tax codes to your products using the tax codes you created above.

Step 3: Add your account codes in Storeganise

In Storeganise, go to Main Settings > Accounting > Accounting codes and tax rates. For each service you created (e.g. rent ) you must add the respective accounting code in Storeganise.

When creating a new account code in Storeganise, use the following format in the "code" field:

[Service name]/[Tax code]

This format links the product/service with the appropriate tax code when syncing to QuickBooks.

Examples

• EU/UK QuickBooks accounts:
  • rent/VAT10
  • deposit/Exempt

US QuickBooks accounts:

Unlike UK/EU accounts, US QuickBooks accounts do not support creating custom tax codes. Each item is simply marked as taxable (TAX ) or non-taxable (NON ).

For example:

• rent/TAX - For any service with a Sales tax
• deposit/NON - For any services with no associated tax

Step 4: Configure Add-on settings

1. Go to the QuickBooks Add-on settings page.
2. Fill in the following fields:
   • Default account code: This will be used for any invoice line item that doesn’t have a specific account code assigned. (e.g., rent/VAT10 ).
   • Bank account name: Choose your default account (e.g., Savings ) or a bank account from your QuickBooks bank feed (e.g., HSBC Business ).
   • Expense account name: Typically Accounts receivable (A/R) for credit memos.
     • Typically, this is set to "Accounts Receivable (A/R)" unless your accounting setup requires a different account. This account must exist in your QuickBooks chart of accounts.
3. Save the settings

Step 5: Test the integration

1. Create a test invoice in Storeganise:
   • Go to Sites > Units.
   • Select a unit and schedule a move-in.
   • Enter amounts for deposit and rent.
   • Complete the move-in
     • Send the invoice if the automatic invoice setting is not enabled
2. Check QuickBooks:
   • Go to QuickBooks > Sales > All sales.
   • Confirm that the invoice appears with the correct amounts and tax rates.
3. Verify the QuickBooks invoice number in Storeganise:
   • The QuickBooks invoice number is stored in a custom field in Storeganise.
   • Open the invoice in Storeganise and confirm the invoice number added to the invoice custom field matches the invoice number in QuickBooks.

Step 6: Test payment processing

Test Stripe payments

1. Ensure Stripe is connected in Storeganise Main Settings > Plugins > Billing.
2. Add a test credit card:
   • Use a Stripe test card number (e.g., 4111 1111 1111 1111 ) to a test user profile
   • Enter a test expiration date and CVV.
   • Click Set card.
3. Process a test payment for a non-paid invoice.
4. Check QuickBooks to confirm the payment appears on the invoice.

Step 7: Test manual payments

1. In Storeganise, find a non-paid invoice and mark it as paid via bank transfer (or other manual payment method.
2. Check QuickBooks:
   • The payment should sync and mark the invoice as paid

✅ Final checklist

• Tax codes match region-specific requirements
• Product/service names match exactly between systems
• Account codes follow [Service name]/[Tax code] format
• Payments sync correctly for Stripe and manual methods

Troubleshooting

If you encounter issues:

1. Verify that account codes match exactly in both systems.
2. Check that tax rates are consistent in Storeganise and QuickBooks.
3. Ensure your QuickBooks authorization is still valid.
4. Contact Storeganise support for further assistance.