Set up your QuickBooks Online integration

After you connect your QuickBooks Online account, this article covers the rest of setup: mapping your WellnessLiving data, reviewing everything, and turning sync on. Once you're done, every sale, payment, and refund syncs to the right place in QuickBooks automatically, so you don't have to guess or fix things after the fact.

Key tips

• Only staff members with the Configure QuickBooks Online settings permission enabled can access this integration.
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• QuickBooks account dropdowns only show accounts that already exist in your connected QuickBooks Online company. If you need a new one, create it in QuickBooks first, then click Refresh to update the list.
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• If you try to leave with unsaved changes, you'll get a warning first.
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• You can come back and update your mapping any time after setup. Changes take effect on your next scheduled sync.
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Open your account mapping

You'll map your data for the first time as part of connecting your QuickBooks Online account. If you're coming back to update your mapping later, here's how to get there.

To open your account mapping:

1. Open the App Drawer then click View All > Setup > Integrations > QuickBooks.
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2. Click Manage integration.
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3. Click the mapping step you want to view or update: Revenue categories, Payment methods, Tax rates, or Locations.
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Map revenue categories

Every WellnessLiving revenue category can send its sales to a different QuickBooks account. If you sell memberships, classes, products, and appointments, this keeps everything separated cleanly in your books.

To map your revenue categories:

1. For each revenue category listed, select the QuickBooks account you want it mapped to.
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2. Optionally, expand a category to map individual items within it to a different account. This overrides the category's default for that item only.
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3. Under Default account, select a catch-all account. This is required, and you can't continue without setting it.
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4. Click Next.

Map payment methods

Payment method mapping tells QuickBooks which account to deposit funds into, based on how your client paid. You can find and manage your payment methods in your Store Configuration.

To map your payment methods:

1. For each payment method listed (credit card, ACH, cash, cheque, and any custom methods your business uses), select the QuickBooks account to map it to.
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2. Under Default account, select a catch-all account for any payment method that doesn't have its own mapping. This is required.
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3. Click Next.

Map tax rates

Tax rate mapping tells QuickBooks how each of your WellnessLiving tax rates should be recorded, so your sales tax stays accurate. How mapping works depends on your QuickBooks company's country.

To map your tax rates:

1. If your QuickBooks Online company is in the United States, for each tax rate listed, choose whether transactions using that rate are Taxable (TAX) or Non-taxable (NON) in QuickBooks. The actual tax amount charged in WellnessLiving is sent with each transaction, so what shows in your books always matches what your client paid.
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2. If your QuickBooks Online company is in Canada, for each tax rate listed, select the matching Canadian tax code, such as GST, HST, or PST. Make sure the rate percentages match between WellnessLiving and QuickBooks, otherwise your tax totals may differ between the two systems.
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3. Under Default tax code, select a catch-all tax code for any tax rate that doesn't have its own mapping. This is required.
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4. Click Next.

Map locations

Location mapping tags each transaction with the WellnessLiving location it came from, using a QuickBooks class or location.

To map your locations:

1. Choose whether you want to use Class or Location tracking in QuickBooks.
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2. Map each WellnessLiving location to the matching QuickBooks class or location. If you have multiple locations, this step is required. With a single location, you can click Skip instead.
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3. Optionally, choose a default class or location as a catch-all for anything unmapped.
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4. Click Next.
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Review your mapping and set your sync time

Before you turn on sync, you'll see a summary of everything you've mapped so far, and choose what time of day your data syncs to QuickBooks.

To review your mapping and set your sync time:

1. Review the summary of your revenue category, payment method, tax, and location mappings. If anything needs adjusting, click Edit next to that section.
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2. Choose your preferred daily sync time. This defaults to overnight in your business's local time zone, so syncing doesn't interrupt your day.
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3. Click Next.
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Run a test sync

Before any real data starts flowing, you'll run a quick test to confirm everything's mapped correctly.

To run a test sync:

1. Click Run test sync. You'll see a Setting up your QuickBooks integration message while WellnessLiving creates your product list, runs the test sync, and gets everything ready. This can take a few minutes, and you don't have to stay on this page. We'll let you know when it's done.
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2. Wait for the test to finish. You'll see how many transactions synced, and whether any ran into issues.
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3. Check the results. They'll show which transactions used your catch-all defaults versus your specific mappings, so you can confirm your safety net is working the way you expect.
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4. Sign in to your QuickBooks Online account to double-check that the test transactions appear where you expect.

If your test sync has issues

If something doesn't sync correctly, you'll see exactly which transactions had trouble and why. If you see a specific error message from QuickBooks, see Resolve QuickBooks sync issues for help interpreting it and what to do next.

To resolve test sync issues:

1. Review the details for each affected transaction.
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2. Update your mapping to fix the issue.
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3. Run the test sync again.

You won't be able to activate until a test sync completes with no issues.

Activate your integration

Once your test sync succeeds, you're ready to go live.

To activate your integration:

1. Click Activate.
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2. You'll land on your integration dashboard, where you can keep an eye on your sync going forward. For more information, see Monitor your QuickBooks sync status and history.
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When new categories or payment methods are added

If a new revenue category, payment method, or tax rate shows up in WellnessLiving after setup, you'll see a notification letting you know something needs mapping.

Until you map it, related transactions automatically use your catch-all default account or tax code instead. Nothing gets lost or blocked in the meantime.

To map a new item:

1. Open the mapping step where the new item appeared.
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2. Find the item. It's flagged as unmapped.
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3. Select the QuickBooks account or tax code you want to assign to it.
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4. Click Save.
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When a mapped QuickBooks account is deleted

If an account, tax code, or class/location used in your mapping gets deleted in QuickBooks, you'll see a warning so you can fix it before it causes problems. For more information, see Resolve QuickBooks sync issues.