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. On the QuickBooks Add-on settings page, click the Authorization link.
2. Sign in to your QuickBooks account.
3. Select your company.
4. Approve the authorization request.
5. Return to Storeganise and refresh the QuickBooks Add-on page.
6. Confirm that the company ID and app token appear in the settings.
7. Check the CompanyID matches your ID in Quickbooks. You can view this by:

   1. Keyboard shortcut:

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

Configure the integration

Step 1: Set up tax codes in QuickBooks

1. In QuickBooks, go to Taxes.
2. Click Add tax.
3. Choose the relevant tax type for your business.
4. Create tax codes that match your Storeganise tax rates.
   • Include an exempt tax code for non-taxable items.

Step 2: Set up services in QuickBooks

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 correct tax code to each service:
   • Example: Exempt (0% tax) or VAT 10 (10% tax).
4. Save each service.

Step 3: Set up account codes in Storeganise

1. In Storeganise, go to Settings > Accounting.
2. Add account codes in the format [Service name]/[Tax code] , such as:
   • Rent/VAT10
   • Deposit/Exempt
3. Ensure that the service name matches what you created in QuickBooks.
4. Set the tax rate to match the QuickBooks tax code.
   • Example: If Rent in QuickBooks uses tax code VAT10 , then in Storeganise, set Rent/VAT10 with a 10% tax rate.
5. Save your settings.

Step 4: Configure Add-on settings

1. Go to the QuickBooks Add-on settings page.
2. Fill in the following fields:
   • Default account code: Used when no specific code is assigned to an invoice line item (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

Test the integration

Test invoice synchronization

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.

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.

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

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.