Connecting accounting software

The accounting tab in Connected accounts links your bookkeeping, so confirmed quotes and the payments against them appear in your accounts without anyone rekeying them.

QuickBooks and Xero are both supported.

Open your Profile at the bottom left, go to Settings, then Connected accounts, then the accounting tab.

Connecting QuickBooks or Xero

Both connect the same way, by signing in through their own authorisation flow.

Click to connect, sign in with your QuickBooks or Xero account, and approve the access being requested. The sign in screen belongs to them rather than to us, so your accounting login is never stored here.

Choosing when to start syncing

Once connected, you choose the date you want syncing to start from.

Everything from that date onwards syncs across. Anything before it is left alone, so connecting your accounts will not push a year of historic bookings into your books and leave you unpicking duplicates.

Pick this date carefully, because it is the cleanest decision you will get to make in this whole setup. The start of your current financial year is the usual choice. The day after your last reconciled period works too. What you want to avoid is a date that overlaps with invoices you have already entered by hand.

What syncs

For a booking to sync, two things have to be true.

It needs a quote on it, and that quote needs to be confirmed.

Once both are true, the confirmed quote and any payments taken against it are logged in your connected QuickBooks or Xero account.

What does not sync

Anything without a quote. A booking with no quote has no figures to send, so there is nothing for your accounts to record.

Anything with an unconfirmed quote. A quote that has not been confirmed is still a proposal rather than a sale, and it stays out of your books until it becomes one.

Anything dated before your chosen start date.

Payments

Payments taken against a confirmed quote sync alongside it, so what you have invoiced and what you have actually received both show up rather than just the invoice.

That is what removes the monthly job of matching payments to invoices by hand, and the gap that opens up between what your account says you have taken and what your books say.

If something has not synced

Check the quote first, since this is nearly always the answer. Is there a quote on the booking, and has it been confirmed? An unconfirmed quote is the single most common reason something is missing.

Then check the date against your sync start date. Bookings created before it will not appear, by design.

Then check the connection itself. Accounting connections rely on an authorisation that can expire or be revoked at the other end, for example if somebody removes app access in QuickBooks or Xero. If the connection has dropped, reconnecting it here is usually all that is needed.

Before you connect

Two things worth doing first.

Decide who owns this. Connecting your accounts changes what lands in your bookkeeping, so your bookkeeper or accountant should know it is happening and agree the start date with you rather than finding new entries appearing unannounced.

Then check how you are currently getting invoices into your accounts. If you or somebody else is entering them manually, that needs to stop from the sync date, or you will end up with everything twice.