Configuring QuickBooks Growth+This feature requires the Growth+ plan or higher
After connecting QuickBooks, configure your sync settings, account mapping, and tax mapping to ensure data flows correctly into your QuickBooks company.
Refreshing QuickBooks Data
Before configuring account and tax mappings, fetch the latest data from QuickBooks:
- Go to Settings > API & Integrations > Integrations, then click Configure on the QuickBooks card.
- Click the Refresh from QuickBooks button.
This loads your QuickBooks accounts and tax codes into EquipDash so you can select them in the dropdowns below.
Click Refresh from QuickBooks whenever you add new accounts or tax codes in QuickBooks to make them available in EquipDash.
Sync Settings
Control which data types are automatically synced to QuickBooks using the toggles:
| Toggle | What it does |
|---|---|
| Auto-sync enabled | Master switch -- turns all automatic syncing on or off. |
| Sync Invoices | Sync bookings as invoices in QuickBooks. |
| Sync Payments | Sync payments against QuickBooks invoices. |
| Sync Customers | Sync EquipDash customers as QuickBooks customers. |
| Sync Credit Memos | Sync refunds as credit memos in QuickBooks. |
| Sync Vouchers | Sync gift voucher sales as standalone invoices. |
Turn off individual toggles if you only want to sync certain types of data.
Invoice Settings
Configure how invoices appear in QuickBooks:
- Invoice Prefix -- a prefix added to all QuickBooks invoice numbers (default:
ED-). This makes it easy to identify EquipDash invoices in QuickBooks. - Invoice Due Days -- how many days after the booking date the invoice is due (default:
0for due immediately).
Account Mapping
Map different types of EquipDash revenue to the correct QuickBooks accounts. This ensures income is categorised correctly in your Chart of Accounts.
| Setting | Description |
|---|---|
| Rental Revenue Account | The QuickBooks income account for rental product revenue (e.g., "Sales" or "Service Revenue"). |
| Experience Revenue Account | The QuickBooks income account for experience booking revenue. Falls back to the rental revenue account if not set. |
| Store Revenue Account | The QuickBooks income account for store product sales. Falls back to the rental revenue account if not set. |
| Security Deposit Account | The QuickBooks account for security deposits (e.g., a liability account). Falls back to the revenue account if not set. |
| Rounding Account | The QuickBooks expense account for rounding adjustments. |
If all your revenue goes to the same account, you only need to set the Rental Revenue Account -- the others will fall back to it automatically.
Tax Mapping
Map your EquipDash tax rules to the corresponding QuickBooks tax codes so invoices have the correct tax treatment.
For each tax rule you have configured in EquipDash (e.g., "GST 10%"), select the matching QuickBooks tax code from the dropdown.
For example:
- EquipDash "GST (10%)" → QuickBooks "GST" tax code
- EquipDash "No Tax" → leave unmapped or select "Non-Taxable"
If you do not map a tax rule, EquipDash will use the default tax code configured in your QuickBooks settings if available.
Tax codes are configured in QuickBooks, not in EquipDash. If the tax code you need is not in the dropdown, add it in your QuickBooks company first, then click Refresh from QuickBooks.
Inclusive vs Exclusive Tax
EquipDash correctly handles both tax types:
- Included in price (inclusive) -- the tax is extracted from the total. QuickBooks invoices are created with
GlobalTaxCalculation: TaxInclusive. - Not included in price (exclusive) -- the tax is added on top. QuickBooks invoices are created with
GlobalTaxCalculation: TaxExcluded.
Saving Settings
After configuring your preferences:
- Click the Update button at the bottom of the settings section.
- You will see a confirmation message that settings have been saved.
Account mappings, tax mappings, and all other settings are saved together.
Manual Sync
If you connected QuickBooks after already having bookings and customers, you can bulk-sync existing data:
- Sync All Customers -- sends all your EquipDash customers to QuickBooks as customers.
- Sync All Bookings -- sends all active bookings to QuickBooks as invoices.
These buttons are useful for initial setup. After that, automatic sync handles everything.
Retry Failed Syncs
If a sync fails (e.g., due to a temporary network issue), it will appear in the sync logs with a Failed status.
- Scroll down to the Sync History section.
- Use the filter buttons to show only Failed entries.
- Click Retry Failed to re-attempt all failed syncs.
Sync Logs
The sync history table shows every sync attempt, including:
- Entity -- what was synced (invoice, payment, customer, credit memo).
- Action -- create or update.
- Status -- synced, failed, pending, or skipped.
- Error message -- details if the sync failed.
- Time -- when the sync was attempted.
Use the filter buttons to narrow down logs by status.
How Specific Items Sync
Bookings → Invoices
Each booking becomes a QuickBooks invoice with line items for:
- Rental products (with quantity, duration, and unit price)
- Experiences (with participant count and rate)
- Store products
- Bundle items
- Custom charges
- Security deposits (only when captured or charged)
The invoice uses the prefix you configured (e.g., ED-15 for booking #15).
Payments → Payments
When a payment is recorded in EquipDash (online via Stripe or offline), it is synced as a QuickBooks payment applied to the corresponding invoice.
Refunds → Credit Memos
Refunds are synced as QuickBooks credit memos and automatically allocated against the original booking's invoice.
Customer Updates → Customer Updates
When a customer's details are updated in EquipDash (name, email, phone, address), the corresponding QuickBooks customer is also updated.
Cancellations → Voided Invoices
When a booking is cancelled, the corresponding QuickBooks invoice is voided.
Troubleshooting
| Issue | Solution |
|---|---|
| Invoices show wrong tax | Check your tax mapping -- make sure each EquipDash tax rule is mapped to the correct QuickBooks tax code. |
| Invoices not appearing in QuickBooks | Check the sync logs for errors. Ensure Sync Invoices is turned on. |
| Wrong amounts on invoices | Verify your account mapping. If amounts still look wrong, check the sync logs for the specific booking. |
| Tax mapping dropdown is empty | Click Refresh from QuickBooks to load tax codes from QuickBooks. |
| "Rate limit exceeded" errors | QuickBooks limits API requests to 500 per minute. EquipDash handles this automatically with retries, but very large bulk syncs may take time. |
| Customer sync fails with "duplicate name" | QuickBooks requires unique display names. EquipDash automatically appends the email or customer ID to resolve conflicts. |
| Customer changes not syncing | Ensure Sync Customers is turned on. Check the sync logs for customer update entries. |