PlanIt EPOS

Reporting & setup

Connecting QuickBooks Online

QuickBooks Online is the second accounting app on the Integration Store, on the same screens as Xero. Connect your company once, map your accounts and VAT codes, and every invoice, payment, credit note and supplier bill posts within a couple of minutes of being raised — and a payment your bookkeeper records in QuickBooks comes back to the account here.

Where
Menu → Integrations → QuickBooks Online
Who
Owners
Time
About 8 minutes
  1. 1

    Add Accounting Connect

    Open Integrations → QuickBooks Online. Accounting Connect is a monthly add-on on top of the subscription, on the same invoice; one add-on covers Xero or QuickBooks, whichever you connect. Press Add Accounting Connect. During the trial it goes on the same checkout as the subscription and nothing is charged until the trial ends.

    • One accounting system at a time: if Xero is connected, uninstall it under Integrations → Xero before connecting QuickBooks.
  2. 2

    Connect your company

    Press Connect to QuickBooks. You are taken to Intuit to sign in with your existing QuickBooks login, choose the company and press Connect. Nothing is sent yet. Before you do, make sure VAT is switched on in QuickBooks (Taxes → Set up VAT) so the standard, reduced and zero-rated codes exist, and add the CIS reverse charge codes if you sell to CIS contractors.

  3. 3

    Map your accounts and VAT codes

    Under Configuration pick the sales income account every invoice line goes to (PlanIt creates one “PlanIt EPOS sales” service item there — QuickBooks needs an item on every line), and the account money lands in for cash, card, bank transfer and payment links — Undeposited Funds lets QuickBooks match the card settlement from the bank feed. Map each of your VAT codes to a QuickBooks VAT code, pick the reverse charge and No VAT codes, and name the customer used for counter sales. Save Configuration switches automatic posting on.

    • The page suggests a mapping from what your company actually has; check it rather than start from blank.
  4. 4

    Purchases and stock, if you want them

    Choose a Purchases account and every goods receipt against a purchase order becomes a bill for the supplier, with the supplier’s delivery-note number as the bill number and the GRN and PO on the note; credited supplier returns become supplier credits applied to the bill. Tick Post a daily stock journal and name the Inventory, Cost of goods sold and Stock adjustments accounts: each morning one journal entry moves the cost of what was sold the day before out of Inventory, and adjustments and counts against the adjustments account. Set Purchases to the Inventory account so goods booked in land in stock, not in cost of sales.

  5. 5

    Send the backlog and check the variance

    Documents raised before you connected are not sent on their own. Under Manage your Data pick a date range and send customers, invoices, credit notes or supplier bills; anything already in QuickBooks is left alone. One press tries each record once and stops after 200 QuickBooks calls, saying how many were sent, refused and left; press again to carry on. Export Data lists every document with the total PlanIt sent and the total QuickBooks holds, so a variance is visible per document, and Reconcile transactions re-reads QuickBooks to catch anything voided or deleted there.

What posts, and how

  • Sales invoices post one per PlanIt invoice number, with the customer as the QuickBooks customer and each line on your sales income account with the right VAT code. QuickBooks has no draft invoice; they post live.
  • Payments taken at the counter post against the invoice into the account you mapped for that method. Account sales post the invoice only; the money posts when the account is paid.
  • Credit notes post as a refund receipt for money paid back and a credit memo for the rest, applied to the original invoice.
  • Voids here void the invoice in QuickBooks; its payments are removed first so nothing is left stranded.
  • Customers and suppliers are matched by name, never duplicated. A name QuickBooks already uses for someone else gets your customer code after it.
  • Payments received in QuickBooks against an invoice sent from here are recorded here within a few minutes: the invoice shows paid and the account balance comes down. A payment later deleted in QuickBooks is flagged, never silently unwound.
  • Account balances from QuickBooks (switch it on under Overview) pulls open sales invoices QuickBooks holds that were not raised here onto the matching customer accounts, so credit limits count them while you move over.

Questions merchants ask

Does the connection expire?

QuickBooks renews its permission every time something posts. If the shop is quiet for more than about three months the page asks you to press Connect to QuickBooks again — nothing is lost.

What if I uninstall it?

The connection is deleted; everything already synced and the export history stay. The CSV files under Accounting remain available as a fallback throughout.

Can I run Xero and QuickBooks together?

No — one accounting system per business. Uninstall one before connecting the other; the add-on covers either.

Not covered here?

Ask PlanIt inside the app answers questions from your own data and opens the right screen. For anything else, support is a message away and goes to someone who understands trade counters.

Contact supportEmail support

Try PlanIt EPOS on your own counter

Seven days free, no card, set up in an afternoon. Or book a 30-minute demo with someone who understands trade counters and we will use your products, your pricing and your account customers.

Start your free trialBook a demo

Monthly subscription · No long-term contract · Onboarding included