QuickBooks Integration on iPOSpays

The QuickBooks Integration feature in the iPOSpays Merchant Portal allows merchants to sync their payment transactions with their QuickBooks account seamlessly. Once enabled, all eligible transactions processed via Payment Terminals or CloudPOS will automatically be pushed to QuickBooks under the selected Service and Ledger. This integration eliminates manual bookkeeping, reduces errors, and ensures accurate financial reconciliation.

Feature Compatibility

Minimum Required POS Build: Not Applicable
Supported Platforms: iPOSpays Portal (Merchant Account)
Supported Payment Methods:
- Card Transactions
- Bank(ACH)
Syncs With Transactions Processed Via:
- CloudPOS (Virtual Terminal)
- Dejavoo Gateway Powered Payment Terminal
- API
- iPOSgo! (iOS & Android)
Supported QuickBooks Version: QuickBooks Online

Key Features

Automatically syncs payment terminal transactions to QuickBooks.
Allows merchants to map a Service and Ledger for all transactions.
CloudPOS transactions allow additional customization per transaction.
Option to include either Base Amount only or Total Amount (including tips & taxes).
Seamless integration with QuickBooks via OAuth login.
One-time setup that applies across all TPNs under the merchant account.

Prerequisites

1. Feature Enablement

QuickBooks Integration must be enabled for the merchant account and applies to all associated TPNs, including Payment Terminal (POS) TPNs and CloudPOS TPNs. If this feature is not enabled, contact your ISO to activate QuickBooks Integration for the merchant account.

2. Active QuickBooks Online Account

You must have:

A valid QuickBooks Online account
Active login credentials for authentication
Access permissions to connect third-party application

Enabling QuickBooks Integration for a Merchant (ISO)

Step 1: Log In to the iPOSpays Portal

Step 2: Search and Select the Merchant

In the left menu, click Merchants. Use the search bar to find the desired merchant by entering the DBA, email address, phone number, State, or City.

Step 3: Open Merchant Options

Click the dropdown arrow next to the merchant’s DBA name.

Step 4: Select Edit Merchant

From the dropdown list, click Edit Merchant to open the merchant information page.

Step 5: Enable QuickBooks Integration

Under Integrations, click the dropdown menu and, under Accounting, select Quickbooks.

Step 6: Save Changes

Click Save to apply the integration permission to the merchant account.

How to Integrate QuickBooks with iPOSpays

Step 1: Log In to Your Merchant Account

Step 2: Navigate to Settings

Go to: Settings → Integrate with QuickBooks

Step 3: Enable Integration

Click Connect to QuickBooks

Step 4: Authenticate with QuickBooks

If you are not logged in to QuickBooks, you will be asked to enter your credentials.
If you are already logged in on your browser, the system connects automatically.

Once authentication is completed, a pop-up appears: “QuickBooks connected successfully.”

Your iPOSpays account is now integrated with QuickBooks.

Mapping Service & Ledger

Step 5: Open Mapping Section

After a successful connection, the Default Settings section becomes active and displays dropdown menus fetched from QuickBooks.

Step 6: Select Default Service

From the Default Service dropdown, choose the QuickBooks Service Item under which all transactions should be categorized.

Step 7: Select Default Ledger/Account

From the Default Account/Ledger dropdown, choose the Ledger (Chart of Accounts) in QuickBooks where all transactions should be recorded.

The selected Service and Ledger act as the default values for all TPNs, and these settings cannot be changed for individual payment terminal transactions. The chosen Default Settings will automatically apply to all payment device transactions under the merchant account.

Step 8: Choose Amount Type to Post

Select how the transaction amount should be posted to QuickBooks:

Only Base Amount

Total Amount (Tip + Taxes + Other Additions)

After making your selection, click Save.

A confirmation notification appears indicating that QuickBooks settings are updated.

Step 9: Revoke QuickBooks Access

Select Revoke Access to disconnect the linked Quickbooks account from iPOSpays.

After confirming the action, the QuickBooks integration will be disabled, and no further transactions will be synced.

Transaction Sync Workflow

Below are the two transaction types supported by the integration:

1. Transactions via Payment Terminal

When a transaction is completed on the payment terminal:

Process

Complete a sale on the payment terminal.
iPOSpays instantly sends the transaction details to QuickBooks.
In QuickBooks, the transaction appears under the Service and Ledger selected during setup.

No additional action is required. Sync happens automatically.

2. Transactions via CloudPOS (Virtual Terminal)

CloudPOS provides more flexibility for customization.

Steps:

Go to CloudPOS → Payments

Select your CloudPOS TPN from the dropdown

Enter the transaction amount and card details

QuickBooks Details & Invoice Lookup (Optional)

In the QuickBooks Details section:

Service & Ledger are automatically pre-filled
You can manually change these values only for the current transaction
Enter the Invoice Number of an existing QuickBooks invoice and click the search (🔍) icon to fetch the invoice from QuickBooks Online

Once the invoice is retrieved, the following details are auto-populated:
- Customer Name
- Invoice Balance Due
- Due Date
Review the fetched invoice details to ensure accuracy
Click Apply to confirm and link the invoice to the current transaction

The Transaction amount and Customer Name are automatically populated based on the invoice details in QuickBooks.

Enter the card details and click Process to complete the transaction.

How QuickBooks Updates

If only Customer Name is entered → The transaction maps to that customer
If only the Invoice Number is entered → It updates the specified invoice
If both are entered → It updates both fields accordingly

Complete the Transaction

Once completed, refresh your QuickBooks dashboard — the transaction appears under the selected Service and Ledger.

Viewing QuickBooks-Connected Transactions in the iPOSpays Portal

Merchants can view whether a transaction is synced with QuickBooks directly from the Transactions module in the iPOSpays Merchant Portal.

Step 1: Log In to the Merchant Portal

Step 2: Navigate to Transactions

Click Transactions in the left-side menu.

The Transactions page displays a list of all processed transactions.

Step 3: Select a Transaction

From the transactions list on the left side:

Click on the desired Sale transaction
The selected transaction will be highlighted

Step 4: View Transaction Details

Once selected, the transaction details panel opens on the right-hand side, showing:

Transaction type
Amount
Card type
Date and time
Processor, MID, and terminal details

Step 5: Identify QuickBooks Sync Information

Scroll down within the transaction details panel.

Under the QuickBooks section:

A Sales Receipt label is displayed
The QuickBooks reference number (e.g., 29885) is shown

This confirms that the transaction has been successfully synced to QuickBooks.

Step 6: Verify Sync Status

If the QuickBooks section is visible:

The transaction is connected and posted to QuickBooks
The reference number can be used to locate the same transaction in QuickBooks Online → Sales Transactions

Viewing Synced Transactions in QuickBooks

Once transactions are successfully synced from iPOSpays, merchants can view and manage them directly within QuickBooks Online under the Sales Transactions module.

Navigating to Sales Transactions in QuickBooks

Log in to your QuickBooks Online account.
From the left-hand menu, click All apps, then navigate to Sales & Get Paid → Sales transactions.

The Sales Transactions screen displays all synced transactions in a consolidated list view.

How Transaction Details Appear in QuickBooks

Each synced transaction is displayed with the following columns:

Date – The transaction or receipt date
Type – Transaction type, such as:
- Sales Receipt
- Refund
No. – Auto-generated QuickBooks transaction number
Customer – Customer name (if provided during CloudPOS transaction)
Memo – Displays notes such as Voided, if applicable
Amount – Transaction amount posted from iPOSpays
Status – Transaction status:
- Paid
- Voided
Action – Options to View or Print the transaction

Successful transactions are visually indicated by a ‘Paid’ status and a green check icon, making them easy to identify.

1. Viewing Individual Transaction Details

Click View on a Sales Receipt to see the following details:

A transaction details panel opens on the right-hand side
Displays:
- Sales receipt number
- Payment status
- Transaction amount
- Receipt date
The Sales Receipt Activity section shows the transaction lifecycle
The Products and Services section lists the mapped Service item
Refunds & Allowances, if applicable, are displayed clearly

This detailed view helps merchants verify that transactions are recorded correctly in QuickBooks.

2. Handling Voided and Refund Transactions

Voided Transactions
- Displayed with a Voided status
- Amount shown as $0.00
- No accounting impact in QuickBooks
Refund Transactions
- Displayed as Refund type
- Amount shown as a negative value
- Automatically reflected against the original transaction