QuickBooks Integration
Connect Restaurant Revolution to QuickBooks for automated accounting.
Overview
QuickBooks integration provides:
- Two-way sync - Data flows both directions
- Automatic journal entries - Daily sales posted automatically
- Customer sync - Loyalty members in QuickBooks
- Vendor sync - Suppliers and invoices
- Deposit matching - Credit card settlements reconciled
QuickBooks Online
Prerequisites
- QuickBooks Online Plus or Advanced
- QuickBooks admin access
- Restaurant Revolution Professional plan
Connection Steps
- Go to Settings > Integrations > Accounting
- Click Connect QuickBooks Online
- Sign in to your QuickBooks account
- Authorize Restaurant Revolution
- Select the company file (if multiple)
- Click Connect
Authorization Screen
┌─────────────────────────────────────────────────────────────────┐
│ Connect to QuickBooks Online │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Restaurant Revolution is requesting access to: │
│ │
│ ✓ Read and write financial data │
│ ✓ Create journal entries │
│ ✓ Manage customers and vendors │
│ ✓ View chart of accounts │
│ │
│ Company: Main Street Restaurant Inc. │
│ │
│ [Authorize] [Cancel] │
│ │
└─────────────────────────────────────────────────────────────────┘
QuickBooks Desktop
Prerequisites
- QuickBooks Desktop Pro, Premier, or Enterprise
- QuickBooks Web Connector installed
- Admin access to QuickBooks company file
Web Connector Setup
- Download Web Connector from Intuit
- Install on the computer running QuickBooks
- Go to Settings > Integrations > Accounting
- Click Connect QuickBooks Desktop
- Download the
.qwcconfiguration file - Add to Web Connector
Web Connector Configuration
┌─────────────────────────────────────────────────────────────────┐
│ QuickBooks Web Connector │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Application: Restaurant Revolution │
│ Status: ● Ready │
│ Last Sync: Jan 24, 2026 11:45 PM │
│ Next Sync: Auto (Every 1 hour) │
│ │
│ [Sync Now] [Configure] [Remove] │
│ │
└─────────────────────────────────────────────────────────────────┘
Desktop Limitations
| Feature | Online | Desktop |
|---|---|---|
| Real-time sync | ✓ | - |
| Two-way sync | ✓ | Partial |
| Bank feeds | ✓ | - |
| Multi-user | ✓ | Requires single-user mode |
Account Mapping
Initial Setup
After connecting, map your accounts:
- System imports your chart of accounts
- AI suggests mappings automatically
- Review and adjust as needed
- Save mapping configuration
Default Mappings
| POS Category | QuickBooks Account | Type |
|---|---|---|
| Food Revenue | Sales - Food | Income |
| Beverage Revenue | Sales - Beverage | Income |
| Cash | Cash on Hand | Bank |
| Credit Card | Undeposited Funds | Other Current Asset |
| Gift Cards | Gift Card Liability | Other Current Liability |
| Tips | Tips Payable | Other Current Liability |
| Sales Tax | Sales Tax Payable | Other Current Liability |
| Discounts | Discounts Given | Expense |
| COGS | Cost of Goods Sold | Cost of Goods Sold |
Custom Mapping
Create custom mappings for:
┌─────────────────────────────────────────────────────────────────┐
│ CUSTOM ACCOUNT MAPPING │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Map by Revenue Category: │
│ ─────────────────────────────────────────────────────────── │
│ Food Sales → 4000 - Food Revenue │
│ Bar Sales → 4010 - Beverage Revenue │
│ Merchandise → 4100 - Merchandise Sales │
│ Catering → 4200 - Catering Revenue │
│ │
│ Map by Payment Type: │
│ ─────────────────────────────────────────────────────────── │
│ Cash → 1000 - Cash │
│ Visa/MC → 1050 - Credit Card Clearing - VM │
│ Amex → 1051 - Credit Card Clearing - Amex │
│ Gift Card → 2500 - Gift Card Liability │
│ │
│ Map by Location: (Multi-location) │
│ ─────────────────────────────────────────────────────────── │
│ Main Street → Class: Main Street │
│ Downtown → Class: Downtown │
│ Airport → Class: Airport │
│ │
│ [Save Mapping] │
│ │
└─────────────────────────────────────────────────────────────────┘
Sync Settings
Configure Sync Behavior
| Setting | Options | Default |
|---|---|---|
| Sync frequency | Hourly, Daily, Manual | Daily |
| Sync time | Time of day | 11:00 PM |
| Auto-approve entries | Yes/No | No (Review first) |
| Customer sync | All, Loyalty only, None | Loyalty only |
| Vendor sync | Yes/No | Yes |
Sync Settings Interface
┌─────────────────────────────────────────────────────────────────┐
│ QUICKBOOKS SYNC SETTINGS │
├─────────────────────────────────────────────────────────────────┤
│ │
│ JOURNAL ENTRIES │
│ ─────────────────────────────────────────────────────────── │
│ [✓] Daily sales summary │
│ [✓] Payment deposits │
│ [✓] Tax liability entries │
│ [✓] Tip liability entries │
│ [✓] Gift card liability │
│ [ ] Individual transaction detail (high volume) │
│ │
│ SYNC TIMING │
│ ─────────────────────────────────────────────────────────── │
│ Frequency: [Daily ▼] │
│ Time: [11:00 PM ▼] │
│ Timezone: America/New_York │
│ │
│ CUSTOMER SYNC │
│ ─────────────────────────────────────────────────────────── │
│ [●] Loyalty members only │
│ [ ] All customers with accounts │
│ [ ] Do not sync customers │
│ │
│ [Save Settings] │
│ │
└─────────────────────────────────────────────────────────────────┘
Journal Entry Examples
Daily Sales Entry
Journal Entry: Daily Sales - Jan 24, 2026
Memo: Restaurant Revolution Daily Summary - Main Street
Line Account Debit Credit
─────────────────────────────────────────────────────
1 Cash $1,245.00
2 Undeposited Funds $3,856.25
3 Gift Cards Redeemed $125.00
4 Sales - Food $3,892.50
5 Sales - Beverage $1,156.00
6 Sales Tax Payable $334.75
7 Tips Payable $643.00
8 Gift Card Liability $200.00 (new sales)
─────────────────────────────────────────────────────
TOTAL $5,226.25 $5,226.25
Credit Card Deposit Entry
Journal Entry: Credit Card Deposit - Jan 25, 2026
Memo: Visa/MC Settlement - Batch 012426
Line Account Debit Credit
─────────────────────────────────────────────────────
1 Checking Account $3,748.34
2 Credit Card Fees $107.91
3 Undeposited Funds $3,856.25
─────────────────────────────────────────────────────
TOTAL $3,856.25 $3,856.25
Viewing Sync Status
Sync Dashboard
┌─────────────────────────────────────────────────────────────────┐
│ QUICKBOOKS SYNC STATUS │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Connection: ● Connected │
│ Company: Main Street Restaurant Inc. │
│ Last Sync: Jan 24, 2026 11:02 PM │
│ Status: Completed successfully │
│ │
│ RECENT ACTIVITY │
│ ─────────────────────────────────────────────────────────── │
│ ✓ Jan 24 - Daily sales entry created (JE-2456) │
│ ✓ Jan 24 - 3 customers synced │
│ ✓ Jan 23 - CC deposit matched ($3,748.34) │
│ ✓ Jan 23 - Daily sales entry created (JE-2455) │
│ ⚠ Jan 22 - Customer sync warning: duplicate email │
│ │
│ [Sync Now] [View History] [Settings] │
│ │
└─────────────────────────────────────────────────────────────────┘
Sync History
View all past syncs:
| Date | Type | Items | Status | Details |
|---|---|---|---|---|
| Jan 24 | Daily | 1 entry | ✓ Success | JE-2456 |
| Jan 24 | Customer | 3 records | ✓ Success | |
| Jan 23 | Deposit | 1 match | ✓ Success | $3,748.34 |
| Jan 23 | Daily | 1 entry | ✓ Success | JE-2455 |
| Jan 22 | Customer | 5 records | ⚠ Warning | 1 duplicate |
Troubleshooting
Common Issues
| Issue | Cause | Solution |
|---|---|---|
| Connection lost | Token expired | Reconnect via Settings |
| Entry failed | Account deleted | Update account mapping |
| Duplicate entries | Manual + auto | Delete manual entry |
| Missing data | Sync time | Check sync schedule |
| Balance mismatch | Timing | Run reconciliation |
Reconnecting
If connection is lost:
- Go to Settings > Integrations > Accounting
- Click Reconnect next to QuickBooks
- Re-authorize in QuickBooks
- Verify account mappings
- Test with manual sync
Sync Errors
┌─────────────────────────────────────────────────────────────────┐
│ SYNC ERROR │
├─────────────────────────────────────────────────────────────────┤
│ │
│ Error: Account mapping invalid │
│ │
│ Details: │
│ The account "Sales Tax Payable" has been deleted or renamed │
│ in QuickBooks. Please update your account mapping. │
│ │
│ Affected entries: │
│ • Daily Sales - Jan 24, 2026 │
│ │
│ [Update Mapping] [Skip Entry] [Retry] │
│ │
└─────────────────────────────────────────────────────────────────┘
Best Practices
Setup
- Match chart of accounts - Create accounts before connecting
- Use classes - For multi-location tracking
- Review AI mappings - Verify before first sync
- Test with one day - Verify entries are correct
Ongoing
- Review daily - Check entries posted correctly
- Reconcile weekly - Match deposits
- Monitor sync status - Address errors promptly
- Update mappings - When adding new categories
Month-End
- Verify all syncs complete - No pending entries
- Run reconciliation - Match all deposits
- Review exceptions - Resolve discrepancies
- Close period - Lock in accounting software
Voice Commands
| Task | Say |
|---|---|
| Check status | "Hey Maximus, QuickBooks sync status" |
| Sync now | "Hey Maximus, sync to QuickBooks" |
| View errors | "Hey Maximus, show QuickBooks errors" |
| Reconnect | "Hey Maximus, reconnect QuickBooks" |
Related Guides
- Accounting Overview - Integration overview
- Journal Entries - Understanding entries
- Reconciliation - Matching deposits