QuickBooks Integration Guide
Connect Robinson Empire with QuickBooks for seamless accounting.
What is QuickBooks Integration?
QuickBooks integration automatically syncs your Robinson Empire financial data with QuickBooks, saving time on bookkeeping and ensuring accurate records.
Integration Levels by Plan
Manufacturer Plans:
| Plan | Integration Level |
|---|---|
| Bronze | [ ] Not included |
| Silver | Basic accounting sync |
| Gold | Full accounting suite |
Silver Plan Features:
- Sales data sync
- Basic expense tracking
- Invoice generation
- Payout recording
Gold Plan Features:
- Full 2-way sync
- Invoice and expense sync
- Payroll integration
- Advanced reporting
- Custom chart of accounts mapping
- Multi-currency support
Setting Up Integration
Step 1: Connect QuickBooks
- Go to Settings > Integrations
- Click "Connect QuickBooks"
- Choose QuickBooks Online or Desktop
- Log into QuickBooks and authorize
- Select your company file
Step 2: Map Accounts
Map Robinson Empire data to QuickBooks accounts:- Sales income account
- Expense accounts
- Asset accounts
- Liability accounts
Step 3: Configure Sync Settings
- Sync frequency (real-time, daily, weekly)
- Date range for historical sync
- Default tax codes
- Payment method mappings
What Data Syncs
Sales Data:
- Orders and invoices
- Refunds and returns
- Discounts and promotions
- Shipping income
- Tax collected
Expense Data:
- Platform fees
- Subscription fees
- Payment processing fees
- Shipping costs
- Advertising expenses
Customer Data:
- Customer information
- Payment terms
- Credit limits
- Transaction history
Product Data:
- Product catalog
- Inventory values
- Cost of goods sold
- Pricing information
Automatic Sync Features
Invoice Creation:
- Automatically create QuickBooks invoices for orders
- Include all line items and taxes
- Attach to correct customer record
- Mark as paid when order is paid
Expense Recording:
- Record platform fees automatically
- Categorize expenses correctly
- Track subscription costs
- Monitor payment processing fees
Payout Recording:
- Record payouts as transfers
- Track payout dates and amounts
- Reconcile with bank deposits
Reconciliation
Monthly Reconciliation:
- Run QuickBooks sync report
- Compare with Robinson Empire reports
- Identify any discrepancies
- Make adjustments as needed
- Close the books
Common Discrepancies:
- Timing differences
- Failed syncs
- Manual entries
- Currency conversion differences
Reporting
Financial Reports:
- Profit and loss
- Balance sheet
- Cash flow statement
- Sales by product
- Expense breakdown
Tax Reports:
- Sales tax collected
- Tax liability
- Tax payments
- Tax filing documents
Multi-Currency Support (Gold)
For international sales:
- Automatic currency conversion
- Exchange rate tracking
- Multi-currency bank accounts
- Consolidated reporting
Troubleshooting
Sync Failures:
- Check API connection
- Verify account permissions
- Review error logs
- Check data format issues
Duplicate Entries:
- Review sync settings
- Check for manual duplicates
- Adjust sync frequency
- Contact support if persistent
Best Practices
[x] Sync regularly (daily recommended)
[x] Reconcile monthly
[x] Keep QuickBooks and platform data consistent
[x] Use consistent product SKUs
[x] Back up both systems
[x] Train your accountant on the integration
Disconnecting
To disconnect:
- Go to Settings > Integrations
- Click "Disconnect QuickBooks"
- Choose whether to delete synced data
- Confirm disconnection
Note: Disconnection stops future syncs but does not remove historical data already in QuickBooks.