The QuickBooks Integration allows you to seamlessly export the Transaction List to an online QuickBooks account. You specifically can:
- Automatically sync your sales records.
- Reconcile your books much easier as payments and fees are matched against your bank statement.
- Save time and increase accuracy.
To integrate your account with QuickBooks, follow the steps below.
*Remember, 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 learn more about this feature, watch the video or go through the steps below.
Integrating Vagaro with QuickBooks
1. Click Settings at the top of the screen.
2. Click Integrations on the left side of the page under Add-Ons.
3. Find the Intuit QuickBooks Option. Then click Learn More.
4. Click Connect.
5. Enter your login information. Then click Sign In.
6. Click Connect.
7. Select the Sync Start Date. This lets you pick the date you want to sync the Transaction List with the QuickBooks account.
Then enter a Nickname. QuickBooks will display all the Vagaro transaction data under this nickname after the sync is completed.
8. Select the Tax. Remember, you first have to add this from the QuickBooks account before seeing it as an option in the drop-down. Click here to learn more.
9. Select the Payment Account.
10. Click Save when you're ready.
Remember, Vagaro syncs all transactions at 2 am so all the transactions from the previous day will be ready in the morning.
Click here to learn how to set up a tax on Quickbooks
You'll receive this email if the QuickBooks sync fails. Click Enable QuickBooks to turn on the feature from the account.
To cancel the integration with QuickBooks, follow these steps:
- Click Settings at the top of the screen.
- Click Integrations on the left side of the screen.
- Click Disconnect.
Comments
9 comments
@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.
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?
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?
Is Quickbooks integration available for the Canadian version?
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.
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.
I did the same for your question, Sarah, and created a ticket.
Sean: I created a support ticket for this issue.
@ 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.
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