Accounting
QuickBooks Online
Sends every sale, payment, refund and credit memo to QuickBooks Online as it happens, booked to the accounts and tax codes you choose. No more CSV imports.
Who it's for
Why operators use QuickBooks Online
Businesses that keep their books in QuickBooks Online and want bookings recorded automatically.
Highlights
- Every sale, payment, refund and credit memo sent to QuickBooks Online as it happens
- Booked to the accounts and tax codes you choose
- Booking fees and till sales handled too
- A sync log with retry for anything that fails
How bookings land in QuickBooks Online
QuickBooks Online records sales through products and services rather than straight to an account. The plugin handles that for you: for each income account you map, it creates one service item, named Tourtify followed by the account, once, and uses it on every invoice. Your chart of accounts stays as it is and reports read the way your accountant expects.
A minute after a booking is confirmed, it arrives as an invoice with the booking reference. Payments are received against it in the account for their payment method, and refunds become credit memos that QuickBooks applies to the customer's invoices itself. QuickBooks has no negative sales lines, so a discount is sent as its own line booked to the same account, keeping the totals exact.
Classes for profit per tour
If you use classes in QuickBooks, choose a class category and every tour becomes a class the first time it sells. Your profit and loss by class then shows each tour side by side, which is the quickest way to see whether a new itinerary pays for its guides and permits.
Customers can be one per traveller or a single shared customer. QuickBooks needs every customer name to be unique, so travellers who share a name are kept apart by their email address.
Fees, vouchers, payouts and the till
Booking fees, gift vouchers, payment links and retail sales at the till can each be sent to their own account. Agent commission and crew pay are recorded as expenses paid from the account you choose, with the agent or crew member as the supplier, created once and reused. Supplier costs can go as bills.
If QuickBooks rejects a record, the sync page shows the reason. Fix the mapping, press Retry, and the record is sent once, never twice.
Setting up QuickBooks Online
- 1Switch on QuickBooks Online. Open Plugins in your console and turn it on.
- 2Connect your company. Sign in with Intuit and choose the company to send to.
- 3Map accounts and tax codes. Choose income accounts and tax codes for sales, the accounts for each payment method, and accounts for fees, vouchers and payouts.
- 4Choose customers and classes. Pick a customer per traveller or one shared customer, and optionally a class per tour.
- 5Set a start date and catch up. Send everything from that date in the background, then let new bookings follow as they happen.
Features
What's included, plan by plan
Switch on QuickBooks Online once. Each part below turns on with the plan that includes it, and you choose which ones to use.
-
Point of sale
Growth & Scale -
Payout & bank reconciliation
Growth & Scale -
Invoices & e-invoicing
Growth & Scale -
Reports & dashboard
Growth & Scale
Accounting
How accounting plugins fit in
Accounting plugins keep your books and tax paperwork in step with your bookings: numbered invoices and credit notes, costs and profit per departure, and live sync of every sale, payment and refund to Xero, QuickBooks Online, Zoho Books, Sage or MYOB.
- 1
Switch it on
Open Plugins in your console and turn it on. No code and nothing to install.
- 2
Make your choices
Adjust the settings to match how your business works, or keep the defaults.
- 3
It works everywhere it should
Your website, checkout, emails and console pick it up straight away.
Related
More accounting integrations
Part of Point of sale, Payout & bank reconciliation, Invoices & e-invoicing, Reports & dashboard in Tourtify.
Invoices & tax receipts
A numbered invoice for every booking, with your legal name and tax ID, emailed to the traveller as a PDF. Changes, refunds and cancellations get credit notes, so your numbering never has gaps. Export them all for your accountant.
Costs & profit
Record what each departure costs: drivers, hotels, park fees, meals. Default costs per tour fill in automatically, guide pay and agent commission are counted, and you see the real profit, margin and break-even of every departure and tour.
Xero
Sends every sale, payment, refund and credit note to Xero as it happens, booked to the accounts and tax rates you choose. No more CSV imports.
Zoho Books
Sends every sale, payment, refund and credit note to Zoho Books as it happens, booked to the accounts and taxes you choose, in your Zoho data centre (India, EU, US, Australia and more).
Sage Accounting
Sends every sale, payment, refund and credit note to Sage Business Cloud Accounting as it happens, booked to the ledger accounts, bank accounts and VAT rates you choose.
MYOB
Sends every sale, payment, refund and credit to MYOB Business or AccountRight as it happens, booked to the accounts and GST codes you choose.
FAQ
QuickBooks Online: questions
Does it work with QuickBooks Desktop?
No. It connects to QuickBooks Online only. With QuickBooks Desktop, download the sales journal as a CSV file from Finance › Accounting in your console and import it there.
Why do I see new items called “Tourtify: …”?
QuickBooks books sales through items, so the plugin creates one service item for each income account you mapped. They are created once and reused on every invoice.
Can I send bookings from before I connected?
Yes. Set a start date, then use Catch up: every sale, payment and refund since that date that hasn't reached your books yet is sent in the background, at the pace the accounting system allows. Nothing dated before the start date is sent.
What happens if the connection stops working?
Owners get an email straight away. New records wait in Tourtify, nothing is lost, and everything waiting is sent as soon as someone connects again.
Which plans include QuickBooks Online?
QuickBooks Online is available on Growth & Scale, at no extra cost.
How do I switch on QuickBooks Online?
In your Tourtify console, open Plugins, find it in the list and switch it on. Its settings open straight away, and you can switch it off again at any time.
Do I need a developer?
No. Plugins are built into Tourtify and set up from the console. Where an outside account is involved, such as a payment provider, you connect it by entering your account details.
Does QuickBooks Online work with my other plugins?
Yes. Every plugin is built and maintained by Tourtify, so they work together: discounts, deposits, vouchers and fees all add up correctly at checkout.
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