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The POS system can integrate with QuickBooks Online. Here are some important details about what the integration can and cannot do:

• The integration is currently only available in the U.S. and Canada.

• Limited setup and no mapping is required. Just login and choose the QBO company file you would like to use.

• Transaction data is typically exported to QBO seconds to minutes after completion.

• Exported transaction data is placed into child accounts under the main Merchandise Sales account.

• Product and Service sales will be exported into accounts determined by the Department they are assigned to in Rain POS.

• Short Term Rental transaction data will export to the Short Term Rentals account.

• Class transaction data will export to the Classes account.

• Rental Contract transaction data will export to the Rent to Own account.

• Invoice transaction data will export to the Accounts Receivable account.

• Deposit transaction data will export to the Deposit Liabilities account.

• A daily journal entry will be exported to QBO that will affect your Inventory Assets account. This adjustment is based on the total value of your inventory within the POS, which can be viewed from the Inventory Value report. This journal entry will affect your COGS account, but the only purpose of this COGS adjustment is to make sure your inventory asset amount is accurate. We do not support COGS adjustments for completed transactions or inventory edits. This daily inventory adjustment can be enabled or disabled from the QBO settings page.

• Any completed Receiving Orders will be exported to QBO as vendor bills.

• We export all transaction types: sales, payments, voids, deposits, returns, etc.

• You can manually export specific transactions or receiving orders.

• You can manually export all past data with a specified date range. This can be done in blocks of date ranges up to 6 months at a time.

• The integration doesn't support adjustments for edited transactions. So those need to be done manually.

• If you are a multi-location store and want your store location income to be tracked separately you will need to integrate with either QBO Plus or QBO Advanced

 

Setting Up Your Integration

You can access the integration and any other QBO settings by going to Settings > Integrations > QuickBooks Online.

Click the Connect to QBO button when you're ready to begin. A login page will open so you can log into your QBO account.

Follow the on-screen instructions to get your QBO account integrated with the system.

 

Using the Integration

As mentioned above, most of the activity for the integration happens automatically and rapidly. As you do transactions in the system, they will sync within a few minutes to your QBO account. There are some things you may want to do manually. Here is what you will see when your integration is in place and active:

One thing you might want to do is sync your past data with your QBO account. To begin, click the Manual Export button.

You can export in date ranges up to six months in duration, if loading in past transactions. Just choose your beginning and end dates and click Export. If you have specific transactions or Receiving Orders you need to sync, you can enter their IDs in the respective fields and Export those. The sync will begin in minutes, but for larger exports, may take some time to complete.