Connecting QuickBooks Online

Connecting QuickBooks Online lets Renta post your fully paid bookings into your accounting software as sales receipts, once a night, so you don't enter them by hand.

Where to find it

Settings → Integrations → QuickBooks Online section.

How it works

• Connect to QuickBooks — opens Intuit's sign-in screen to link your QuickBooks company. Once connected, the panel says paid bookings will be posted as sales receipts each night.
• Connected / Last sync / Nightly sync — shows your company, when it last synced ("Not yet run" before the first time), and whether nightly sync is On or Paused.
• Sync now — posts your transactions immediately instead of waiting for the night run.
• Pause nightly sync / Resume nightly sync — turns the automatic run off or back on.
• Refunds come out of — pick the QuickBooks account your refunds are paid from and press Save. Until you choose one, refunds are not posted to QuickBooks.
• Reconnect — QuickBooks requires the connection to be renewed from time to time. When one is due, the panel shows a warning with how many days are left. Press Reconnect to keep the nightly sync running.
• Disconnect — unlinks QuickBooks.
• Recent activity — your sales and refunds with their status: Posted, Skipped, Sending (in progress), or Failed.

Sales tax in your books

Sales tax is posted as its own line on each receipt, called Sales tax collected. It is recorded as money you owe the tax office, not as income, so the total in QuickBooks matches what the customer paid. A full refund reverses the tax. A partial refund does not include a tax line.

Example

A customer pays $100 plus $6.50 tax. QuickBooks receives a sales receipt with a $100 line and a $6.50 "Sales tax collected" line, totaling $106.50.

Good to know

• You'll need permission to manage integrations on your account to connect QuickBooks.
• A "Skipped" or "Failed" entry in Recent activity means a booking wasn't posted. Check it rather than assuming your books are complete because the connection looks healthy.

Keeping a booking out of QuickBooks

Each booking has an "exclude from accounting" flag. A flagged booking is skipped by the nightly sync and by Sync now, for both the sale and any refund, so test bookings and bookings you want out of your books never reach QuickBooks. Every booking starts unflagged.

There is no button for this flag in the admin yet. If a booking must stay out of QuickBooks, contact Renta support at team@rentalabs.io. Flagging it after it has already been posted does not remove the receipt from QuickBooks; it only stops further posting.