Add-on: QuickBooks

In Beta. Contact support@storeganise.com to request access. This Add-on currently only supports self-storage operators.

Use the QuickBooks Add-on to automatically sync invoices, credit notes, and payments between Storeganise and QuickBooks Online. This eliminates manual data entry and keeps your financial records accurate across both systems.

Important: Storeganise support cannot help with tax setup in QuickBooks. You're responsible for configuring tax codes correctly for your jurisdiction. Consult your accountant or tax advisor if you need assistance with tax configuration.

US setup

Follow these steps to set up the QuickBooks Add-on for US accounts.
Before you start
Make sure you have:
  • A QuickBooks Online account with administrator access
  • The QuickBooks Add-on installed by the Storeganise team
Step 1: Connect to QuickBooks
  1. Go to Main Settings → Add-ons
  2. Find the QuickBooks Add-on and click Enable
  3. Click the Authorization link
  4. Log in to your QuickBooks Online account
  5. Select your company
  6. Click Authorize
  7. Return to Storeganise and verify the Company ID and App Token fields are filled.
Step 2: Set up sales tax in QuickBooks
  1. In QuickBooks, go to Taxes
  2. Follow the QuickBooks prompts to configure sales tax for your business location.
Note: Storeganise Support is unable to assist with setting up taxes in QuickBooks. You are responsible for configuring the appropriate tax codes based on your local regulations. If you need guidance, we recommend consulting your accountant or tax advisor.
Step 3: Create products and services in QuickBooks
Create a Product/Service in QuickBooks for each revenue type you track (rent, deposit, prepayment, etc).
  1. In QuickBooks, go to Sales → Products & Services
  2. Click New
  3. Fill in the fields:
    • Name: Use a simple name like Rent , Deposit , or Prepayment
    • Type: Service
    • Description: Brief description like "Rental income"
    • Income account: Select your revenue account
    • Sales tax: Click Edit sales tax and choose either: Taxable — based on location only (for services like rent)Nontaxable (for services like deposits)
  4. Click Save
  5. Repeat for each revenue type
Step 4: Add accounting codes in Storeganise
Create an accounting code in Storeganise for each Product/Service, using the format [Product name]/TAX   or [Product name]/NON   
  1. Go to Main Settings → Accounting → Accounting codes and tax rates
  2. Click the + icon
  3. Enter the code:
    • For taxable services: [Product name]/TAX       
    • For non-taxable services: [Product name]/NON       
  4. Repeat for each revenue type

Important: US QuickBooks accounts support only two tax options — Taxable and Nontaxable. The /TAX       and /NON       suffixes map directly to these. Do not attempt to create additional tax variations for US accounts.

Examples:
QuickBooks ProductQuickBooks Tax SettingStoreganise Code
Rent       TaxableRent/TAX       
Deposit       NontaxableDeposit/NON       
Prepayment       TaxablePrepayment/TAX       

Critical: The product name (before the slash) must match your QuickBooks Product/Service name exactly. Names are case-sensitive: Rent  ≠ rent   

Step 5: Set up your bank accounts in QuickBooks
This step ensures payments recorded in Storeganise land in the right account in QuickBooks — not in "Undeposited Funds".The Add-on automatically routes payments to the correct QuickBooks bank account based on how the payment was recorded in Storeganise. For example, a cash payment goes to your "Cash" bank account, and a cheque payment goes to your "Cheque" bank account.How the matching works: The Add-on takes the name of each Bank-type account in your QuickBooks Chart of Accounts, converts it to lowercase, and then matches that against the payment method code in Storeganise.For example:
  • QuickBooks account named Cash  → matches Storeganise method cash       
  • QuickBooks account named Bank of America   → matches Storeganise method bank_of_america       
What you need to do:
  1. In QuickBooks, go to Accounting → Chart of Accounts
  2. Make sure you have a Bank account for each payment method you use (e.g., Cash, Cheque)
  3. Make sure you have a Bank account set as your default — this is where card payments (Stripe, etc.) will be deposited. Note the exact name of this account.

If a payment method in Storeganise doesn't match any Bank account name in QuickBooks, it will automatically fall back to your default bank account (set in Step 6). This is expected behavior, not an error.

Step 6: Configure Add-on settings
  1. Go to Settings → Add-ons and open the QuickBooks Add-on
  2. Fill in these fields:
    • Default accounting code: Example: Rent/TAX   (used when an invoice line item has no specific code)
    • Bank account name: The exact name of your default QuickBooks bank account (e.g., Business Checking  ). This must exist in your QuickBooks Chart of Accounts. All automated payments (e.g., Stripe) will go here, as will any manual payments that don't match a specific bank account.
  3. Click Save
Step 7: Test the integration
  1. Go to Sites → Units
  2. Select a unit and click Schedule move-in
  3. Enter amounts for deposit and rent, then complete the move-in
  4. Send the invoice
  5. Check QuickBooks under Sales & Get Paid → Invoices to confirm the invoice synced with correct amounts and tax
  6. Process a test payment and verify it syncs to the correct bank account in QuickBooks

Non-US setup (UK, EU, rest of world)

Follow these steps to set up the QuickBooks Add-on for non-US accounts.
Before you start
Make sure you have:
  • A QuickBooks Online account with administrator access
  • The QuickBooks Add-on installed by the Storeganise team
Step 1: Connect to QuickBooks
  1. Go to Main Settings → Add-ons
  2. Find the QuickBooks Add-on and click Enable
  3. Click the Authorization link
  4. Log in to your QuickBooks Online account
  5. Select your company
  6. Click Authorize
  7. Return to Storeganise and verify the Company ID and App Token fields are filled
Note: For a guided demo, you can follow the US setup process here.
Step 2: Create tax codes in QuickBooks
Create tax codes with clear, descriptive names. You'll use these exact names in Step 4.
  1. In QuickBooks, go to Taxes
  2. Click Add tax
  3. Choose your tax type (VAT, GST, Sales Tax, etc.)
  4. Create each tax rate with a clear name that includes the rate:
    • UK examples: VAT10   (10%), VAT20   (20%), Exempt   (0%)
    • Australia examples: GST10   (10%), Exempt   (0%)
    • EU examples: IVA21   (21%), Exempt   (0%)
  5. Click Save for each
Naming guidelines:
  • Include the rate in the name (e.g., VAT10   not just VAT )
  • Be consistent (don't mix VAT10  , VAT 10%   , and 10% VAT )
  • Names are case-sensitive: VAT10  ≠ vat10       
  • Use Exempt        for 0% rates
Step 3: Create products and services in QuickBooks
Create a Product/Service in QuickBooks for each revenue type you track (rent, deposit, prepayment, etc.).
  1. In QuickBooks, go to Sales → Products & Services
  2. Click New
  3. Fill in the fields:
    • Name: Use a simple name like rent   , deposit  , or prepayment   — do not add tax information here
    • Type: Service
    • Description: Brief description like "Rental income"
    • Sales tax: Select the appropriate tax code you created in Step 2
  4. Click Save
  5. Repeat for each revenue type
Step 4: Add accounting codes in Storeganise
Create an accounting code in Storeganise for each Product/Service, using the format [Product name]/[Tax code name]
  1. Go to Main Settings → Accounting → Accounting codes and tax rates
  2. Click the + icon
  3. Enter the code using the format: [Product name]/[Tax code name]       
  4. Repeat for each revenue type
Examples:
QuickBooks ProductQuickBooks Tax CodeStoreganise Code
Rent       VAT10Rent/VAT10       
DepositExemptDeposit/Exempt       
PrepaymentVAT10Prepayment/VAT10       

Critical: Both the product name and tax code name must match QuickBooks exactly. Everything is case-sensitive: rent   ≠ Rent  , VAT10   ≠ vat10

Step 5: Set up your bank accounts in QuickBooks
Follow the same process as the US setup (see above). The same payment method matching rules apply for non-US accounts.
Step 6: Configure Add-on settings
  1. Go to Settings → Add-ons and open the QuickBooks Add-on
  2. Fill in these fields:
    • Default accounting code: Example: Rent/VAT10 (used when an invoice line item has no specific code)
    • Bank account name: The exact name of your default QuickBooks bank account (e.g., Business Checking ). This must exist in your QuickBooks Chart of Accounts.
  3. Click Save
Step 7: Test the integration
  1. Go to Sites → Units
  2. Select a unit and click Schedule move-in
  3. Enter amounts for deposit and rent, then complete the move-in
  4. Send the invoice
  5. Check QuickBooks under Sales & Get Paid → Invoices to confirm the invoice synced with correct amounts and tax rates
  6. Process a test payment and verify it syncs to the correct bank account in QuickBooks

How the Add-on works

What syncs automatically
Invoices: Sent and paid invoices sync to QuickBooks as invoices. Draft invoices and invoices created before enabling the Add-on do NOT sync.Invoice updates: If you return a sent invoice to draft in Storeganise, you can add or remove line items and resend it. The corresponding QuickBooks invoice will be updated automatically — new line items are added and removed line items are deleted. The invoice total in QuickBooks will reflect the updated amounts.Credit notes: Sync to QuickBooks as credit memos. When a credit note is linked to an invoice in Storeganise, the add-on automatically applies it to the correct invoice in QuickBooks — you don't need to do this manually. The invoice balance and credit memo are updated together.Payments: Both Stripe and manual payments sync automatically and are matched to the correct invoice. Manual payments are routed to the correct bank account based on the payment method — for example, a cash payment goes to your "Cash" account in QuickBooks.Refunds: Must be processed as credit notes. Do NOT use negative line items on invoices.
Sync timing
Most invoices sync within 1 minute. Brief delays may occur during high-volume periods.
Currency
Your Storeganise site currency should match your QuickBooks home currency. Currency mismatches may cause sync failures.
Payment routing
When a payment is recorded in Storeganise, the add-on determines which QuickBooks bank account to deposit it into:
  • Manual payments (cash, cheque, bank transfer, etc.) — the add-on matches the Storeganise payment method code to a QuickBooks Bank account using normalized name matching. If no match is found, it falls back to your default bank account.
  • Automated payments (Stripe, GoCardless, etc.) — always go to your default bank account (Bank account name        in Add-on settings).
This means payments no longer land in "Undeposited Funds" — they go directly to the right account, making reconciliation straightforward.
Credit note to invoice linking
When a credit note is linked to an invoice in Storeganise, both sync to QuickBooks and are automatically linked. The credit memo is applied to the invoice in QuickBooks, reducing the invoice balance and the credit memo's remaining credit to zero. You don't need to apply credit memos manually from the QuickBooks UI.

QuickBooks invoice number

When an invoice syncs to QuickBooks, Storeganise automatically stores the QuickBooks invoice number in a custom field on the Storeganise invoice.This field is separate from the QuickBooks ID field. Here's the difference:
FieldWhat it showsExample
QuickBooks IDQuickBooks' internal API identifierinvoice/8      
QuickBooks invoice #The invoice number as displayed in QuickBooks1001      
Use the QuickBooks invoice # field to cross-reference invoices between Storeganise and QuickBooks. The QuickBooks ID is for linking directly to the invoice in QuickBooks (via the blue link below the field).Important: The QuickBooks invoice # field is created automatically when the Add-on is installed. If the invoice number is not available from the QuickBooks API at the time of sync, the field will be left blank.

QuickBooks ID field

This is different from the QuickBooks invoice # field — see QuickBooks invoice number for details on how to use that field to cross-reference invoices.When an invoice syncs from Storeganise to QuickBooks, a QuickBooks ID is stored in a custom field on the Storeganise invoice.What the QuickBooks ID represents: The ID stored in Storeganise (e.g., invoice/8       ) is QuickBooks' internal API identifier, not the invoice display number you see in QuickBooks. The display number in QuickBooks may be different (e.g., "1001"), but both reference the same invoice.Viewing invoices in QuickBooks: To view the synced invoice directly in QuickBooks, open the invoice in Storeganise, find the QuickBooks ID custom field, and click the blue link below the ID.

Maintaining your connection

QuickBooks requires re-authorization approximately every 90 days.
When to re-authorize
Re-authorize if you see authentication errors, an "Authorization expired" message, or if invoices stop syncing.
How to re-authorize
  1. Go to Main Settings → Add-ons
  2. Open the QuickBooks Add-on
  3. Click Authorization
  4. Log in to QuickBooks and select your company
  5. Click Authorize
Re-authorization takes less than 2 minutes and doesn't affect existing data.

Processing refunds

To process a refund that syncs correctly to QuickBooks:
  1. Go to the customer's account in Storeganise
  2. Create a new credit note for the refund amount
  3. Send the credit note
The credit note will sync to QuickBooks as a credit memo. If it's linked to a parent invoice, QuickBooks will automatically apply it to offset that invoice. The refund amount will appear in the correct bank account based on the payment method used.

Important: Do NOT add negative line items to invoices. This causes a sync error.

Common refund error: If you see:
Request failed with status code 400
The error can appear when a negative value is present anywhere on the invoice (including automatically from some refund flows). Operators should always use credit notes for refunds, not negative line items.
Solution: Remove the negative line item from the invoice and create a separate credit note instead.

Troubleshooting

Setup errors (most common issues)
US accounts:
ErrorSolution
QuickBooks Product named Rent/TAX       Remove the /TAX   suffix — use Rent   only
Storeganise code is Rent   (missing suffix)Add the suffix — use Rent/TAX   or Rent/NON       
Case mismatch: QB = Rent  , SG = rent/TAX       Make the product name match exactly: Rent/TAX       
Non-US accounts:
ErrorSolution
QuickBooks Product named rent/VAT10       Remove the /VAT10   suffix — use rent   only
Storeganise code is rent        (missing tax code)Add the tax code — use rent/VAT10       
Case mismatch: QB tax = VAT10  , SG = rent/vat10       Make the tax code match exactly: rent/VAT10  
Case mismatch: QB = Rent  , SG = rent/VAT10       Make the product name match exactly: Rent/VAT10       
Payment routing issues:
ProblemSolution
Payments going to "Undeposited Funds"Ensure Bank accounts exist in QuickBooks Chart of Accounts with names that match your Storeganise payment method codes (lowercased, spaces as underscores)
Manual payment going to wrong accountCheck that your QuickBooks Bank account name normalizes to match the Storeganise payment method code. Example: QB "Cash" → cash       
Default bank account not found errorVerify the Bank account name        in Add-on settings exactly matches an existing QuickBooks account name
Sync issues
Invoices not syncing:
  • Only sent (non-draft) invoices sync
  • Only invoices created after enabling the Add-on sync
  • Old invoices will NOT sync
Credit notes not linking to invoices in QuickBooks: Both the invoice and the credit note need to have synced to QuickBooks before the link is created. If the link is missing, check that both exist in QuickBooks and wait for the next sync cycle.Bank account error: The bank account name must exist in your QuickBooks Chart of Accounts. Use the exact name from QuickBooks.

Setup checklist

US accounts
  • ✅ Products/Services in QuickBooks use simple names (e.g., Rent , Deposit )
  • ✅ Each Product/Service is marked as Taxable or Nontaxable
  • ✅ Storeganise codes use format [Product name]/TAX   or [Product name]/NON       
  • ✅ Product names match exactly between systems (case-sensitive)
  • ✅ Bank accounts exist in QuickBooks for each manual payment method you use
  • ✅ Bank account name in Add-on settings exists in QuickBooks Chart of Accounts
  • ✅ Test invoice synced successfully
  • ✅ Test payment routed to the correct bank account
Non-US accounts
  • ✅ Tax codes in QuickBooks have clear names (e.g., VAT10 , Exempt )
  • ✅ Products/Services in QuickBooks use simple names (e.g., rent , deposit )
  • ✅ Each Product/Service has the correct tax code assigned
  • ✅ Storeganise codes use format [Product name]/[Tax code name]       
  • ✅ Product and tax code names match exactly between systems (case-sensitive)
  • ✅ Bank accounts exist in QuickBooks for each manual payment method you use
  • ✅ Bank account name in Add-on settings exists in QuickBooks Chart of Accounts
  • ✅ Test invoice synced successfully
  • ✅ Test payment routed to the correct bank account
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