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QuickBooks: Managing Vagaro Sales

Vagaro Support
Vagaro Support
• Updated

The QuickBooks Integration allows you to seamlessly export data from the Vagaro Transaction List to an online QuickBooks account.

  • 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.

When managing Vagaro sales in QuickBooks, keep the following in mind:

  • The integration only pulls the previous two months from Vagaro once the synchronization is started.

  • 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.

  • Try not to match your Vagaro Merchant statements with the QuickBooks information since the Transaction List includes all transactions that are processed. The merchant statement only includes credit card transactions.

Prerequisites: This feature requires the QuickBooks Integration. and a QuickBooks subscription, which is separate from your Vagaro subscription.

QuickBooks Integration in Vagaro

Remember, you first have to link your Vagaro Account with the QuickBooks platform. Select this link for step-by-step instructions: QuickBooks Integration.

Once the integration is completed, you can see the date the Vagaro account was synced with QuickBooks. On the right side of the screen, you can enter a Nickname for the QuickBooks account.

qb_integration_screen_2x.png

Below, you can see the Tax Service you initially selected. Remember, you must first add this from the QuickBooks account before seeing it as an option in the drop-down. Select this link for more information: How to Set up a Sales Tax in QuickBooks.

You can also see the Payment Account you selected. This is where the Vagaro income and Transaction List are exported to.

Data Brought into QuickBooks

Once you log into the QuickBooks platform, you can see the Vagaro data that was exported to the account. To get started, select Sales. Then select All Sales. Remember, a transaction is added as either an Invoice or Payment. An invoice is a payment that is requested. A payment is a payment that is received.

Mapping Vagaro Product and Service Sales in QuickBooks

To see all product and service sales, select Products and Services from the Sales page.

This data is added to the Vagaro Payment and Income Account by default. All service, product, class, membership, and package sales are created as separate items. This information is then mapped in QuickBooks.

To change the details of an item, select the blue Edit option that corresponds to it on the right side of the screen. This allows you to adjust the historical data of that specific transaction. Let's take a closer look at this!

Once you select Edit, you can change a few details about the transaction, including:

  • The name of the service.

  • The SKU number. This is the barcode that was assigned to it and is used for inventory tracking purposes.

  • The Category

  • The Sales Information

  • The Sales price/rate

  • The Income Account to which the transaction is exported

  • The taxable option. Select if you want the sale to be taxable.

  • The Sales tax category

Comments

2 comments

Date Votes
  • Kelly Business Manager

    I would love some assistance with the QuickBooks integration please.

    We are not able to easily tie out the QuickBooks deposits with the transactions that pull into quickbooks.

    Can someone please reach out to assist? 

    0
  • Jamie B

    Hi Kelly, I'm going to create a ticket for you so one of our support agents can assist.

    Thanks,

    Jamie

    0

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