Can Woof send my sales to QuickBooks?

Open Settings › QuickBooks. Only owners and admins can see it, because it connects your accounting company. It works with QuickBooks Online in Canada and the United States. For QuickBooks Desktop, Xero or Sage, use Bookkeeping Export instead.

Connect

1. Click Connect QuickBooks.
2. Sign in with your Intuit account and pick the company Woof should post to. Intuit asks to let Woof "use your QuickBooks Online accounting data". That is the only permission Woof asks for.
3. You are back on the QuickBooks page, connected, with the account mapping filled in where your account names matched.

Pick where each kind of sale lands

Every line of the nightly entry goes to an account you choose. Woof suggests one for each row, and Create the missing accounts for me adds the standard ones to QuickBooks for anything still empty.

• Sales: grooming services, add-ons, retail and fees, each to an income account.
• Held for later: gift cards and store credit, and tips. These are money you owe (to the client, to your team), so they go to a liability account, not income.
• Adjustments: loyalty rewards (a discount) and rounding (cents only, usually zero).
• Sales tax: each tax Woof charges, matched to the QuickBooks tax rate it belongs to. Woof sends its own tax amounts, so the cents in QuickBooks are the cents you collected. In a US company with automated sales tax, QuickBooks picks the code and keeps Woof's amount.
• Payments: one account per payment method. Cash goes to the account you deposit from; cards go to a clearing account per card type, which your bank deposits clear.

Then set First day to post (back to your books' closing date, up to 12 months) and turn on Post to QuickBooks every night. The switch stays off until every row has an account. Changes save together from the bar at the bottom of the page.

A payment method you add later, such as e-Transfer, shows a New badge and an alert at the top: its payments wait in Woof Unmapped Payments until you pick an account.

What QuickBooks receives

Each night, after 4 am your time, Woof posts the previous day:

• A sales receipt "Woof sales Oct 29" to the customer Woof Daily Sales: one line per row above, the tax per rate, and the total of the day's tickets. It deposits to Woof Sales Clearing.
• A refund receipt "Woof refunds Oct 29" when the day had refunds.
• A payments journal "Woof payments Oct 29" that moves the day's total from Woof Sales Clearing to each payment method's account. Cash is net of change given. Woof Sales Clearing is back to zero after every day.

Every entry carries a note "Posted by Woof" with the store and the day, so your bookkeeper can tell them apart. A day with no tickets posts nothing.

Woof Pay deposits: until payouts sync, match each Woof Pay deposit to Woof Pay Clearing in QuickBooks, the same way you match a card machine's deposit.

The sync log

Prices are an example. Yours show in your own currency.

The log lists the last 60 days, newest first, with a link to each entry in QuickBooks:

• Posted: the day is in QuickBooks.
• Adjusted: a ticket from an earlier day was changed, closed late or voided, and the difference posted on this day as an adjustment. Days you have reconciled never move.
• Nothing to post: no tickets that day.
• Failed: the reason is under the status, and Retry posts the day again. Woof also tries again every hour on its own.

Woof checks the last 35 days every night. A change older than that is not caught; tell your bookkeeper if you edit an old ticket.

If syncing stops

If Woof's access is removed in Intuit (from your Intuit account's connected apps, or by a password change), the page shows QuickBooks sync stopped with the day it stopped. Click Reconnect and sign in again. Woof posts every day it missed; nothing is lost.

Disconnect

Disconnect removes Woof's access to your company. Entries already in QuickBooks stay there, and Woof stops posting new days. Your account mapping is kept, so connecting the same company again picks up where it left off.

Good to know

• Woof never changes anything in Woof because of QuickBooks, and never reads your books: it only adds entries.
• Lines post net of discounts; loyalty rewards get their own line. The Discounts report keeps the detail.
• Tips go to a liability account because they are owed to your team, not income. Pay them out from there.
• The day is your store's day, in your store's time zone, the same day your reports use.