QuickBooks integration
Your sales reach QuickBooks without retyping.
Connects the system that runs your day by a rule you can read, and holds what does not match for a person.
From $1,500 per project
What it does
Your sales, connected to your books.
See what posted, catch what needs review, and get a clear daily summary. Pick a kind of business.
| Record | Amount | QuickBooks |
|---|---|---|
| Invoice 2214Tune-up · paid by card | $185.00 | Posted · paid |
| Invoice 2217Service call and a part | $389.00 | Posted · paid |
Repeat of invoice 2217 skipped. No duplicate created.
Posted records keep their Housecall Pro reference.
A trades example · sample figures
| Record | Amount | QuickBooks |
|---|---|---|
| Sunday’s closeSales, tax, tips, gift cards | $5,057.20 | Posted · one entry |
| Sunday’s payoutCards less $135.32 in fees | $4,434.68 | Posted · deposit |
Repeat of Sunday’s payout skipped. No duplicate created.
Posted entries keep their Toast reference.
A restaurant example · sample figures
| Record | Amount | QuickBooks |
|---|---|---|
| Monday’s salesCash $186.00 · cards $2,260.15 | $2,446.15 | Posted · one entry |
| Tuesday’s salesCash $142.00 · cards $2,214.20 | $2,356.20 | Posted · one entry |
A $64.00 sale arrived twice on Monday. Counted once.
Posted entries keep their Vagaro reference.
A salon example · sample figures
Built forTradesHousecall Pro, JobberRestaurantsToastSalons and spasVagaroShops and online storesSquare, ShopifyGyms and studiosMindbodyLaw firmsClioProperty managersAppFolio Plus or MaxDental practicesyour day-end report, totals only
Who decides
You stay in charge.
It posts what your rule covers and holds the rest for a person. Every part of that is yours to change.
What waits for a person
- A record matching two customers
- Totals that do not agree
- An item or account with no rule
- Anything dated in a closed month
- A record that changed after it posted
Who gets the held list is written down with you. The list is yours to change.
Your connection, your rules
A rule you approve
Once a day, after the 4 AM batch, one entry for the day. Tips, tax and gift cards as liabilities, never sales.
One written rule, kept short. Yours says whatever you and your accountant want.
Your rule, in one document
What posts, where it lands and what stops it, in one document you own and can change any time.
Your accountant’s accounts
We never pick an account or a tax treatment. Your accountant does, and the rule follows.
Tried on your own past days
It shows what it would post beside your own reports, and nothing posts until you say.
One direction
It reads your sales system and never changes it.
Paused when you say
Any time, for a day or a storm week. The runbook says how.
What it is worth
Typing it twice, in your numbers.
Typing a day’s sales into QuickBooks is paid work that adds nothing the sale did not already say. A connection posts it by a rule you can read, and what those hours do next is yours to decide.
| If it is typed by hand | A week of typing | A year of it | Covers the base build in |
|---|---|---|---|
| Salon or spatwo hours a week entering the day’s sales and tips | $46 | $2,392every week | Eight months |
| Accounting or law firmthree hours a week entering invoices and payments | $69 | $3,588every week | Six months |
| Home servicesfour hours a week retyping invoices and customers | $92 | $4,784every week | Four months |
| Restaurantthree hours a week entering the day’s close | $69 | $3,588every week | Six months |
| Retail or online shopfive hours a week entering sales and payouts | $115 | $5,980every week | Four months |
The hours are examples, not a benchmark; put in your own. $23 is the Orlando median for bookkeeping clerks, rounded down, BLS May 2025, before payroll taxes and benefits.
The build starts at $1,500, paid once.
What it costs
One fixed price for the build.
It starts at the figure below. The written plan fixes it before any work starts.
The build
QuickBooks integration
Connects Square, Toast, Shopify, Vagaro, Mindbody, Clio, AppFolio Plus or Max, Jobber or Housecall Pro to QuickBooks Online, one direction, by a written match rule, with a daily report by text.
- Build and setup, one connection, two systems
- From $1,500 per project
- Tried on your own past days before it goes live.
- The first call, the visit and the written plan are free.
- 60 days of free fixes after it goes live.
Optional add-ons
- A second connectionAnother system into the same books, by its own written rule.
- QuickBooks DesktopThrough Intuit’s Web Connector, on the Windows computer that runs QuickBooks Desktop. That computer has to be on and awake.
- Hours and tips, ready for payrollA clean total for whoever runs your payroll, never onto the paycheck. The written plan names the payroll system.
- Receipts to the booksRouted by your rules: which receipt goes where, and who sees it. If QuickBooks’ own tools already do what you need, the written plan says so.
- Fix the Zaps you haveEach one repaired or replaced, and written down so you can see what it does.
- Florida county tax mappingTax collected, lined up by county for your accountant, who decides what is taxable and files the DR-15.
- Every build price here is where a project starts: the base build its card describes. Add-ons are priced in the written plan, so the final figure moves with what you choose.
- The texting number and messages, QuickBooks, your sales system and any plan level they need stay on your own accounts and bills, named in the written plan; we add nothing.
Other back office systems we build
Each with its own page and starting price.
- Business dashboardYour numbers on one page before you open, read from your books and your sales or booking system together, with a morning text if you want one.
- Data cleanup and migrationOne clean customer list across your sales system and your books, with a dry run before anything changes.
- All services and pricesThe whole menu, with each starting price.
How it goes live
A call, a visit, a written plan. Then the build.
A phone call
Twenty minutes with Ben, who builds the system: what rings, what gets typed twice.
A visit
We come to your business and watch a normal close: the sale, the deposit, the report, what gets typed into your books.
The written plan
Within a week of the visit: what to build first, what to leave alone, a fixed price for each. Free, and yours either way.
Say yes to the plan and we build it on your accounts, tried on your own past records before anything reaches your books. At the handover your team is shown how it works and how to change it.
Reading
Before you decide.
Build it, buy it, or fix the spreadsheet?
Custom software vs subscription for a 5 to 25 person office: the per-seat tipping point, the 18-month payback rule, and when the spreadsheet should stay.
Does this step need AI, or just a rule?
AI or automation? Most office steps are rules that run for nothing. An accounting firm's quote request step by step, what AI costs to run, and when to skip it.
Who owns your automations when the consultant leaves?
A handover checklist that settles who owns your automations: accounts in your name, rotated keys, a runbook per workflow, a fixed price for the next fix.
Questions
What owners ask about it.
Does it work with what we use?
Often yes, and the written plan confirms it before anything is built. We start from Square, Toast, Shopify, Vagaro, Mindbody, Clio, AppFolio Plus or Max, Jobber and Housecall Pro, into QuickBooks Online. Some systems need a plan level on your side: Toast’s standard API access is read-only, which suits one direction, and comes with Restaurant Management Essentials; Housecall Pro’s API is only on its MAX plan. Anything yours needs is named in the written plan first.
Can it bring in the days before it was switched on?
Usually, from a date you choose. Most systems let a past day be read back, so the connection can start where your bookkeeper left off, after a dry run beside your own reports. Vagaro hands over each sale as it happens, so that one starts from the day it is switched on. The written plan names the start date.
What does it need access to?
Your sales system to read and QuickBooks to post, both granted by you. You sign in to each and allow the connection; we never hold a password of yours, and QuickBooks lets you disconnect an app from its own settings at any time. It reads your sales system and never changes it, and the keys are in your name, so they go with you if you leave.
Will deposits be counted twice with our bank feed?
They can be, so each deposit is posted once and a person confirms it. A bank feed linked to QuickBooks beside any sync can show one deposit twice. We post the deposit once; QuickBooks offers it as the match for the bank feed line, and you or your bookkeeper confirm it. QuickBooks’ public connection cannot read or clear that line, so the step stays with a person, and the runbook shows it.
What about sales tax?
We send what your system collected. The day entry or invoice carries the tax your sales system charged, on the account your accountant names. Your accountant decides what is taxable and files the DR-15. The Florida county tax mapping add-on lines up the tax collected by county, for them to use.
Do we still need our bookkeeper?
Yes. We move records; your bookkeeper or accountant keeps the books. The accounts in your rule are the ones they choose, the held list can go to them, and reconciling, categories and the month’s close stay with them. We do not do bookkeeping or give tax advice.
We are a dental practice. Can it connect to Dentrix?
Totals, yes. Patients, no. We work from a report your office exports, with totals only: no patient in QuickBooks or in the text. Intuit tells health professionals not to enter individually identifiable health information, and says QuickBooks Online is not compliant with the HIPAA standards for privacy. Direct access to Dentrix is not part of this build or its starting price: it would run through Henry Schein One, which publishes a list of vendors it has not authorized.
What if we fix something in QuickBooks by hand, or refund a sale?
It never overwrites your fix, and a refund posts as its own record. It posts a record once, in one direction, and does not go back. A refund or a void arrives from your sales system as a record of its own and posts as one, on the account your rule names; the original entry stays. If a record changes in your sales system after it posted, the change is held for a person, not posted over, and the written plan says how those are handled.
What if we want to stop, or move it to someone else?
You keep everything. The connection and its keys are in your name; the written rule and the account map are one document; the runbook says how to pause it and who to call. Another developer gets the same three things. The support plan is optional and ends any month with 30 days’ notice.
A clear plan starts with a call.
Tell us what's slowing you down. We'll work out what to fix first.
A short phone call
Tell us how your business runs day to day. From that alone, we can usually see what to take off your plate.
A visit to your business
We come to you, watch how the work happens and see which tools you use.
Your written plan and prices
A prioritized list of improvements, with a fixed price for each project. You keep the plan either way.