The QuickBooks Integration allows you to seamlessly export the Transaction List to an online QuickBooks account.
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Automatically sync your sales records
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Reconcile your books much easier as payments and fees are matched against your bank statement
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Save time and increase accuracy
Important
The integration only pulls the previous two months from Vagaro once the synchronization is started. Additionally, if you are applying a tax amount, it needs to be added as a single item as this is the only type of integration that works with the online QuickBooks account.
To integrate your account with QuickBooks, watch the video or follow the steps below.
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Navigate to → →
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Find Intuit QuickBooks Online and click Learn More.
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Click Connect.
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Enter your login information and click Sign In.
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Click Connect.
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Fill in the information requested.
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Choose the Sync Start Date - the date you want to start syncing with QuickBooks.
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Enter a Nickname.
QuickBooks will display Vagaro transaction data under this nickname after syncing.
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Select the Tax from the drop-down list, if you've already configured this in QuickBooks.
You have to add this to yourQuickBooks account before it's an option. Click here (or the How to add link on the QuickBooks page) to learn more.
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Select the Payment Account.
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Toggle Sync transactions after fees are deducted on or off.
By toggling the "deduct fees" switch on, Vagaro will sync with QuickBooks showing deposits minus bank fees.
If this switch is off, then Vagaro will sync with QuickBooks showing the transaction list without deducting bank fees.
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Click Save.
Remember, Vagaro syncs transactions at 2 am so all the transactions from the previous day will be ready in the morning.
Comments
16 comments
Is Quickbooks integration available for the Canadian version?
This integration is doubling transactions pulled from the bank. P&L statement now shows twice the revenue. Not good! Do not sync your bank if you plan to use this app or else you won't be able to go back and fix financial reports in QuickBooks.
If you are in a state like NH that does not collect sales tax you may have issues with step 8 as there will be no sales Tax Agency set up in QuickBook. We had trouble with the QB setup for NH , it would not complete because that state does not collect. What we did was to add another state, and disable it. Once we did that we were then able to select "No Tax Agency". It was not there before and we were unable to complete the connect.
The second bullet point above states the following:
"Reconcile your books much easier as payments and fees are matched against your bank statement."
Does Vagaro sync the Merchant fees paid when syncing with Quickbooks, or do I have to manually enter the fees when the credit card deposit hits our bank account?
I see the transactions under "All Sales" in Quickbooks, and the deposit (minus merchant fees) synced from our bank account to Quickbooks.
Do I tell Quickbooks that the bank deposit is a transfer from the Vagaro Payment Account? If so, how do I account for the difference in merchant fees taken out prior to the deposit hitting our bank?
Sean: I created a support ticket for this issue.
I have the same questions as Sean
Does Vagaro sync the Merchant fees paid when syncing with Quickbooks, or do I have to manually enter the fees when the credit card deposit hits our bank account? I don't see the merchant fee expenses coming in from Vagaro in Quickbooks, so I assume not.
I see the transactions under "All Sales" in Quickbooks, and the deposit (minus merchant fees) synced from our bank account to Quickbooks.
Do I tell Quickbooks that the bank deposit is a transfer from the Vagaro Payment Account? If so, how do I account for the difference in merchant fees taken out prior to the deposit hitting our bank?
Also, should the Vagaro Payment Account (this was mapped when the integration started) be considered a bank account? QuickBooks is treating it that way so when I synced my bank account it basically doubled the Money In. Can someone at Vagaro help walk me through this?
I did the same for your question, Sarah, and created a ticket.
@Sarah Dionne, the current communication back from Vagaro support states that Merchant fees for credit card payments are not currently synced with Quickbooks and we, therefore, have to manually input them into Quickbooks.
Here is how I am doing it currently...
First, when the credit card deposits go into our bank account and then sync from the bank to Quickbooks, I tell Quickbooks that the bank deposit is a transfer from the Vagaro Payment Account to keep Quickbooks from counting the revenue twice. Note, that I do this for all deposits into the bank (checks, cash, credit cards) that are checked out through Vagao so Quickbooks does not count the revenue twice.
Quickbooks only shows the Vagaro Income Account on Profit & Loss reports.
Second, I've created a "Merchant Fee Payment Account" in our Quickbooks Chart of Accounts as a Bank Checking account. Once the credit card deposit goes into our bank account, I create a Transfer in Quickbooks from the Vagaro Payment Account into the Merchant Fee Payment Account in the amount of the merchant fees shown for the deposit in Vagaro. Then I create an expense in Quickbooks out of the "Merchant Fee Payment Account" in the amount of the merchant fees for the deposit.
This allows me to account for all merchant fees for credit card payments processed through Vagaro and Quickbooks sees it as a Merchant fee paid expense and shows the expense on our Profit & Loss reports for accounting purposes.
@ Sean Smith - thank you so much! It is very disappointing that the $30 per month paid to Vagaro to send transactions to QuickBooks does not include "all" transaction data, but I digress.
I will go with your process as it seems most logical.
Am I understanding this correctly? Vagaro charges $30.00/month to integrate with Intuit PLUS I have to pay for a plan with Intuit?
Yes, that is correct.
This page is out of date a bit. There is now an option on the page called "Sync transactions after fees are deducted". This page should have some more detailed explanation on what this option means.
Hi Jamie. Thanks for bringing this to our attention. The article is now updated. The step (Step 10) is right before you click Save and the explanation is included in the step.
I have been using this integration since 2019 and had my accountant help me set up accounts to match up with transactions from Vagaro. The issue is that it CONSTANTLY comes disconnected and does not alert you. In fact, mine has been disconnected since Nov 18, it is now Dec 21 and nobody from Vagaro has reached out with an update on this from their development team. The concern is that it only goes back 2 months, so what happens if this sync isn't fixed by Jan 18?
I don't understand how syncing before or after fees helps anything when what should happen is that you synced the details with the fees shown per transaction. What other reason was I paying 30.00 a month just to have to manually manipulate everything to show the actual processing fees somewhere? The reason you would record things this way is to account for the gross sale minus the processing fees. If you just categorize the deposits as sales/service income in QBO without the integration that would be the same as having it synced after fees are taken out. For that matter at 30 per month, you really should sync it with my discounts given too and help me show my real financial statements since we use Vagaro as a business operating software. ( I know the reports do reflect this well, but when syncing with QBO or Xero maybe we should have options on what to sync) This goes hand in hand with not having a cashout system for the register as well. But I digress.
Hi John, I agree! I have tried it both ways and there doesn't seem to be much difference. We just started integrating with QuickBooks in October 2022 and it has been a management nightmare to say the least.
I am told by Vagaro support that I cannot see the details of the deposits to determine how much I am paying in transaction fees, what discounts were given on the sale, what was included in the deposit because I am not the Vagaro account owner. We also process booth rent through Vagaro and it all comes in as one lump sum -- including sales for the day, less transaction fees -- and determining what we actually received for what has been virtually impossible. Even if I am not the shop owner, I am the person who does ALL the bookkeeping and integration with QuickBooks and trying to determine what we have actually been charged by Vagaro for these transactions and what was rent / sales for services / sales for products, etc. has been an exercise in futility. I have run numerous reports trying to back-in to what is reality and the extra time required to do so would be better spent without the integration..... I am not getting the bang for the buck here!
When we pay for the integration, we should get the level of detail necessary to be able to truly do the books, including the transaction fees, what transactions were actually part of what deposit, etc., even if "we" are not the actual account owner / shop owner in Vagaro (and the other owner can't see it either). I have been given admin rights in Vagaro (all the boxes are checked), and do everything related to the bookkeeping, among other things, and need that level of detail. I can't even see the detail if I am granted "owner" rights in Vagaro. This is crazy! What am I paying $30 a month for?
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