recording sales and payments from a 3rd party system

Explore this connector to reconcile your Square data easily.

https:// synder.grsm.io/quickbooks

Thanks for checking in with us and providing us in-depth details of your concern, 1028.

When importing your Square sales data and processing payments into QuickBooks Online (QBO), we use the Sync with Square app to put them into your account. I understand it would be beneficial to your business to post the sales revenue once per month, not a daily batch. However, this option is unavailable in QBO. Once you connect QuickBooks to Square, new transactions are automatically downloaded once a day at the end of the day. Then, you'll get a daily email summarizing the downloaded data for the past 24 hours.

On the other hand, we recommend reconciling your accounts every month. Just follow the steps and details in Reconcile an account in the QuickBooks Online article to reconcile the imported Square transactions. Feel free to visit our Connect products and apps page to learn more about connecting, syncing, and using apps with Intuit products.

I'll be right here to continue helping if you have any other concerns or questions about QBO. Assistance is just a post away. Have a great day. 

Thanks. I guess I am confused on how to post the revenue then. We have 2 third party billing systems, 10 separate revenue GLs (yes it as to be this way) and daily payments coming from Square, insurer payments, cash and NetBanx (another payment processing system). 

How would that work with the square integration? 

I have been using this system with another accounting program for years and it works well, but I cannot make it work in Quickbooks. Thanks 

Hello there, 1028.

QuickBooks Online can integrate to a number of software. However, the integration process is done within the third-party program's interface because it requires mapping of fields. I'd recommend contacting the Square and NetBanx support teams regarding the process. They know well the navigation of the required fields for integration within their program.

Aside from that, we also have the Intuit Developer page. There are QuickBooks users, engineers, and other developers that can also share their ideas about the third-party applications you're using.

1. Go to this link and log in to your Intuit account: https://help.developer.intuit.com/s/.
2. Select QuickBooks Online under What do you need help with?.
3. Click Ask a Question and enter the details of your concern.
4. Select Ask.

Useful links regarding the Square and QuickBooks Online integration were already provided on the previous response.

Feel free to get back to us if you need anything else.

Hi 1028,

Did you find the solution for your problem? I have the same situation here and it is frustrating to see that they didn't  understand your request.  I do sales on Square and Shopify and I read so many bad reviews about synchronizing with QB that I don't want to take the chance. Thanks, Laura

@LauraPE 

Explore the app as I mentioned in earlier post. It supports Square and Shopify.

I'm trying to do the same thing. I was previously using WaveApp for my bookeeping, and would create a monthly invoice of my applied sales amount, tax, tips, and gift cards, and square fees. I then would apply all of my income deposits against this monthly invoice. 

Now that I'm moving over to quickbooks I'm wondering if there is a better way to do this? The JaneApp guides mention using a monthly journal or general ledger entry to record sales from their software, however I'm not sure how to do that. Is there a guide available on how to use a journal or general ledger entry to record monthly sales from a practice management software?

Thanks for choosing QuickBooks as your accounting partner, @ChristineMcIn.

I just got here the steps to help you record monthly sales from a 3rd party app in QuickBooks Online (QBO). 

You can enter a monthly lump amount using sales receipt (if your customer pays immediately) or invoice (if your customer will pay after the sale is made). Let me guide you how:

1. In your QBO account, select the + New button.
2. Next, choose Sales Receipt or Invoice.
3. Select the name of the customer or create a new one.
4. Then, enter all sales information needed to complete the sales receipt. 
5. From the Description field, enter the information for the monthly lump amount,
6. Once done, click Save and close.

You may also want to check this article, to further guide you in accepting customer payments in QBO: Take and process payments in QuickBooks Online.

Also, running sales report in QBO is easy to get a summary of your monthly sales totals. To do, please refer to these steps:

1. Navigate to the Reports menu and enter Sales in the Find by report name field.
2. You'll see a multiple sales reports. From there, choose your preferred sales report.
3. Then, select This Month-to-date in the Report Period drop-down.
4. Once done, click Run report.

I'm always around here in the Community if you need additional assistance in recording sales and payments in QBO. Feel free to post again here. Take care.

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@ChristineMcIn wrote:

Is there a guide available on how to use a journal or general ledger entry to record monthly sales from a practice management software?

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@ChristineMcIn 

Which 3rd party app do you have? We may recommend a connector if available.

I have the same issue, and I don't think this addresses it well.  I don't want to create hundreds of sales receipts, I just want to create a single monthly entry for reconciliation.  One of the other posters asked about a guide on how to create journal entries.  I can't find that either.  Any help available at all on this?

I'll help enter your 3rd-party transactions using Journal Entries in QuickBooks, @LB311. 

I have two options to record your sales and payments in one entry in QuickBooks Online. Doing this will save you time, and it's easy to reconcile them. 

Option 1: Add up all amounts and record them in QuickBooks as lumpsum. You can follow the instructions outlined by DivinaMercy_N above. You can also refer to the screenshots below for references: 

Option 2: Record the total amounts as Journal Entry. To ensure you use the correct account, I'd recommend seeking advice from a professional. This way, your QuickBooks data is accurate at all times. 

Once confirmed, follow the steps below: 

1. Go to the Gear icon and select Journal Entry. 
2. Pick the suggested accounts you use in the Account drop-down. 
3. Enter the amounts in the corresponding columns. 
4. You can add Memo and Attachment if needed for future use. 
5. Click Save and close. 

For more details, see this link: Create a journal entry in QuickBooks.

Once everything is in place, don't forget to reconcile your account to ensure they match your bank statements.

Further, check out these articles below on how to personalize sales forms and send customer's statements in QuickBooks: 

• Customize invoices, estimates, and sales receipts in QuickBooks Online
• Create and send customer statements in QuickBooks

Don't hesitate to leave a comment if you have any further questions. I'm delighted to assist you again. Take care, LB311.