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Are you craving an all-in-one bookkeeping system, but feel like you’ve reached the max amount of possibilities that QuickBooks Online has to offer? Maybe you’re STILL managing your bookkeeping in several disparate systems? If this sounds like you, then it may be time to start looking at QuickBooks Online integrations which can REALLY reduce your bookkeeping time!
I’ll be sharing my top five QuickBooks Online integrations and how you can use these integrations to create an “all in one” bookkeeping system.
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What are QuickBooks Online integrations? (3:26)
QuickBooks Online (pssst- this is an affiliate link, if you use it, you’ll receive 50% off QuickBooks Online for your first year!) can feel really overwhelming when you open up the program for the first time. For those of you that don’t know, there are three tiers of QuickBooks Online: Simple Start, Essential, and Pro.
If you’re using Self-Employed, you can’t apply integrations. The wording on their website is confusing, but QuickBooks Self-Employed is considered a stand-alone product outside of the QuickBooks Online product suite. When I’m talking about QuickBooks Online, I’m NOT referring to Self-Employed.
So now that that’s clear up- WTF are integrations?!
Integrations are apps that build a bridge between Quickbooks Online and another software or digital platform. Some of these apps are built by the software itself (like Dubsado) and have a way to “talk to” Quickbooks Online. Other apps are developed by third-party companies and act as a bridge between the Quickbooks Online and a particular software.
Many of the QuickBooks Online integrations I mention have free trials, which means that you can try them out before you run off to the altar and get hitched. Most integrations are SUPER easy to use…once you get them set up. Yes, my friend, you do have to do *some* work to get that precious automation we’re all pining for. But once you do, you’ll be cruising in automation heaven.
This article focuses on apps that integrate disparate parts of your business finances with each other. In other words, this is how you get your bookkeeping program to connect with other tools you use in your finances.
Let’s get started with my five favorite integrations for QuickBooks Online.
The very first integration is also my favorite: Sync with Square. I use this one for pretty much all of my Square using clients. It’s best for anyone accepting in-person payments via Square.
Sync with Square syncs all of your individual Square payments automatically into QuickBooks Online. Someone makes an in-person purchase from you. You swipe their card. When the card is swiped, QuickBooks automatically generates an invoice through the Sync with Square connection and then immediately create a payment to apply to the invoice.
At the end of the day, Square closes out your payments and prepares to deposit them, as a group, into your bank account. And, of course, Square takes their cut which is subtracted from your deposit. Guess what Sync with Square does!
It communicates ALL of that pesky math to QuickBooks for you. It automatically creates a deposit with the payments made to you that day and then subtracts the processing fees so your books COMPLETELY match Square. Then, when this deposit is downloaded from your bank, it matches that downloaded deposit to the one it already generated.
The short version is that you no longer need to split our the merchant processing fees and income streams because Sync with Square is running in the background doing it for you.
Can you imagine how much time that saves you? And how much more accurate your bookkeeping will be? So much automation!
Here’s the thing, though. Sync with Square has to be set up properly in order for it to work. Your Square items MUST match your QuickBooks Products & Services list. Take the time to set it up just right, and you’ll be so glad that you did.
Excel Transactions Importer (21:19)
Now we’re going to talk about my second favorite QuickBooks Online integration. It’s called Excel Transaction Importer and is best for those of you catching up your bookkeeping. If you have a lot of data that needs to get plugged into your bookkeeping program, you need a robust importing system.
The Excel Transaction Importer costs $10/month. You pay for it as long as you need it and then you can cancel your subscription when you’re done with your imports.
With this integration, you can import invoices, sales receipts, and customized data fields. Personally, I love this integration for importing PayPal transactions which can be a HUGE pain to transfer over.
Now, QuickBooks does have a .csv importer that you can use for free, but often it’s limited and doesn’t give you the control you need for a clean bookkeeping file. Rather than hacking your way through it, invest the $10, set aside 30 minutes a day, and get your data imports done within a couple weeks.
Another thing that really excites me about this integration is you can delete transactions if you make a mistake. If you import your data incorrectly, this integration allows you to delete bulk transactions. I love built in air bags!
Business Payments (26:10)
Here is my third favorite QuickBooks Online integration: Business Payments. Sounds super vague, doesn’t it?
This is a great integration for people who are taking Stripe payments for a single product or service. The back end process is similar to Sync with Square, where the program is importing your Stripe sales into QuickBooks Online for you. The only difference is that it creates sales receipts instead of invoices.
The best part about Business Payments is that it splits out the processing fees for you. If you’re accepting Stripe or Square, you know that splitting out fees in your bookkeeping sucks. Anything that helps us avoid that is our bestie.
Now, here’s the limitation of this integration. It’s only for people who are are accepting Stripe for one type of income stream. Business Payments will only will map to one income account. This integration won’t work for business owners that have multiple streams of income.
Business Payments is free for up to 50 transactions a month.
Zapier is the next QuickBooks Online integration I want to talk about. It’s best for digital product payments from several platforms. That includes Thrive Cart, Teachable, InfusionSoft, and all sorts of other apps.
It’s def for those of you who have a more complex business model and revenue streams. With that being said, Zapier is $20 per month. It’s an upgraded version that works directly with Quickbooks Online.
Here are some apps that you can link with Quickbooks Online: Thrive Cart, Teachable, InfusionSoft, Amazon, Woo Commerce, Shopify, Braintree, Freshbooks, Zoho, and a bunch more.
It’s really fun how Zapier works. You set up a trigger, and then you create an action. For example, you can set it up so that a trigger activates when a product is purchased from Thrive Cart. The action is to create an invoice in QuickBooks for that product and apply the payment.
BOOM! Bookkeeping done!
Even though Zapier is a paid integration, you can play around with it before you commit to paying. Zapier allows you to set up “mock” zaps but they can’t do much unless you pay for premium.
Webgility Unify (39:16)
This is a new one for me but I’m SUPER stoked on it: Webgility Unify. It’s best for people offering physical product sales and need to manage their online retail orders.
Perhaps you’re selling products through Etsy, Amazon, or you have a Shopify store. Maybe you have all three! If you’re trying to manage them all in Quickbooks Online, Webgility Unify will import your sales from ALL platforms into QuickBooks Online and split out the seller fees, shipping fees, sales tax, discounts, and more.
It creates a sales dashboard of your orders from multiple platforms. Once a day, it imports that information into Quickbooks Online. In other words, it collects the information from your difference seller platforms, and puts all the data into one place.
This one is $29 per month for 100 orders. It’s expensive because it has the most sophisticated syncing capabilities out of all the integrations we’ve talked about. It includes inventory tracking which I would find really valuable if I were selling physical products.
Here are some apps that Webgility Unify works with: Etsy, Amazon, Shopify, InfusionSoft, Woo Commerce, and Zen Cart. The list goes on and on (here’s a complete list of its integrations). It also integrates with popular shipping options so the cost you pay for shipping also gets synced into QuickBooks.
One thing you should know is that this system does not integrate with popular online carts for digital products. Those are not supported, so this is really for physical products. I would definitely consider this app if you regularly sell physical products.
I find it interesting how interactive these bookkeeping programs are becoming. They help business owners become more proactive because of all the streamlined processes.
Before getting started with integrations you gotta get started with QuickBooks Online! Use this link to sign up for QuickBooks Online and get 50% off your first 12 months. Then, download the QuickBooks Set Up Cheatsheet which walks you through how to get your spiffy new QuickBooks files set up the RIGHT WAY for the start!