QuickBooks
Sync financial data between RevKeen and QuickBooks
Plan Availability -- The QuickBooks integration is available on Pro and Unlimited plans. Standard plan merchants can upgrade to unlock it.
Overview
The QuickBooks integration connects RevKeen with QuickBooks Online, automatically syncing invoices, payments, and customer data between your billing platform and your accounting system. Whether you use QuickBooks for bookkeeping, tax preparation, or financial reporting, this integration eliminates the need to manually re-enter billing transactions.
Features
The integration provides a comprehensive sync between RevKeen and QuickBooks Online:
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Invoice Sync -- Invoices created in RevKeen push to QuickBooks as sales receipts or invoices. Line items, quantities, rates, and tax information transfer automatically so your QuickBooks records match your billing system exactly.
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Payment Recording -- Payments collected through RevKeen record against the correct QuickBooks invoices. This includes full payments, partial payments, and refunds, keeping your accounts receivable ledger accurate without manual reconciliation.
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Customer Sync -- RevKeen customers map to QuickBooks customer records. The integration matches by email address to prevent duplicates and creates new QuickBooks customers when a match is not found.
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Expense Tracking -- Processing fees and platform costs captured by RevKeen can optionally sync to QuickBooks as expenses, giving you a complete picture of the cost of collecting payments.
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Sales Tax Mapping -- Map RevKeen tax rates to QuickBooks tax codes for consistent tax reporting across both platforms. The integration respects your QuickBooks tax settings and jurisdiction configurations.
How It Works
- Connect your QuickBooks Online account from Settings > Integrations in RevKeen
- Sign in to QuickBooks and authorize RevKeen via OAuth
- Map RevKeen products to QuickBooks items or services
- Configure account and tax code mappings
- Choose a sync start date
- Enable the integration
Why Use RevKeen with QuickBooks
QuickBooks handles general accounting and tax reporting. RevKeen handles billing intelligence and payment optimization. The integration lets each system do what it does best:
- Eliminate data entry -- No more manually copying invoice data from RevKeen to QuickBooks
- Accurate books -- Payments reconcile in real time instead of during monthly close
- Complete cost picture -- Processing fees flow into QuickBooks automatically for true profit and loss reporting
- Tax season ready -- Your QuickBooks data stays current with every transaction, reducing year-end scramble
Setup Instructions
Step 1: Connect Your QuickBooks Account
- Go to Settings > Integrations in your RevKeen dashboard
- Find QuickBooks and click Connect
- Sign in to your QuickBooks Online account
- Authorize RevKeen to access your QuickBooks data
- Select the company file if you have multiple
Step 2: Map Items and Accounts
Configure how RevKeen products map to QuickBooks:
| RevKeen Source | QuickBooks Destination | Default |
|---|---|---|
| Products | Items/Services | Auto-create |
| Subscription revenue | Income account | Sales of Product Income |
| One-time payments | Income account | Sales of Product Income |
| Processing fees | Expense account | Bank Charges |
| Refunds | Income account (negative) | Sales of Product Income |
Step 3: Configure Tax Codes
Map RevKeen tax rates to QuickBooks tax codes:
- Navigate to QuickBooks integration settings
- Click Tax Code Mappings
- Match each RevKeen tax rate to the corresponding QuickBooks tax code
- Save mappings
Step 4: Choose Sync Start Date
Select a sync start date to avoid duplicating data already in QuickBooks.
What Syncs
| RevKeen | QuickBooks | Direction | Trigger |
|---|---|---|---|
| Invoices | Invoices or Sales Receipts | RevKeen to QuickBooks | Invoice created/updated |
| Payments | Invoice payments | RevKeen to QuickBooks | Payment completed |
| Customers | Customers | RevKeen to QuickBooks | Customer created/updated |
| Refunds | Credit memos or refund receipts | RevKeen to QuickBooks | Refund processed |
| Processing fees | Expense entries | RevKeen to QuickBooks | Settlement completed |
Sync Behavior
- Customer matching by email address to prevent duplicates
- Invoice sync within 60 seconds of creation in RevKeen
- Payment recording against the matching QuickBooks invoice
- Duplicate prevention using RevKeen invoice ID as reference number
- Multi-currency transactions sync in the original currency
Troubleshooting
Connection Issues
OAuth token expired
- QuickBooks tokens expire after 100 days. Reconnect from Settings > Integrations > QuickBooks
Company file not found
- Ensure you selected the correct company during authorization
- Disconnect and reconnect if needed
Sync Issues
Invoice not appearing
- Check sync logs in Settings > Integrations > QuickBooks > Logs
- Verify the invoice date is after your configured sync start date
- Ensure the QuickBooks connection shows a green status
Customer duplicates
- QuickBooks matches by email. Ensure customer emails are consistent between systems
- Merge duplicate QuickBooks customers manually if needed
Tax code errors
- Verify all RevKeen tax rates have a corresponding QuickBooks tax code mapping
- Check that QuickBooks tax settings are enabled for your region