> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/integrations-overview/setup-quickbooks.md). # QuickBooks — Operator Manual ### Before you begin (Prerequisites) * **Peoplevine permissions**: You must be an **Administrator** or **Supervisor** to configure integrated platforms in the Control Panel. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). * **QuickBooks permissions**: You must be an **Administrator** in QuickBooks. QuickBooks will display an error if your QuickBooks account does not have admin access. * **QuickBooks Online account**: QuickBooks Online is required for automatic sync. QuickBooks Desktop is not covered. * **Payment methods created in QuickBooks**: Add custom payment methods in QuickBooks that match Peoplevine's non-standard types: **points**, **giftcard**, **entry**, and **voucher**. Cash, paper check, and credit card types are matched automatically. If a custom type does not exist, Peoplevine defaults to "Other," then "Cash." > For the complete setup guide including SKU mapping detail, refund behaviour, and fund deposit configuration, see [Connect QuickBooks and Peoplevine](https://docs.peoplevine.com/peoplevine-docs/peoplevine-connect) in Peoplevine Connect. *** ### Setup 1. Navigate to [**Settings > Integrations > Integrated Platforms**](https://control.peoplevine.com/admin_authenticate.aspx). > **Note (Pro Dash):** **Settings & Tools > Integrated Platforms**. 2. Select **QuickBooks Online**. 3. Click **CONNECT TO QUICKBOOKS**. 4. Sign in with your QuickBooks Online credentials. 5. Review the permissions Peoplevine is requesting and click **Authorize**. 6. You are redirected back to Peoplevine. Close the window when complete. 7. QuickBooks now appears in your list of integrated platforms. *** ### Day-to-Day: Finance #### What gets synced | Data | Direction | Details | | --------------------------- | ----------------------- | ------------------------------------------------------------------------------------------------------------- | | **General transactions** | Peoplevine → QuickBooks | All processed or invoiced transactions | | **Recurring subscriptions** | Peoplevine → QuickBooks | Includes service and SKU | | **Event tickets** | Peoplevine → QuickBooks | Includes event name and ticket in description | | **eCommerce orders** | Peoplevine → QuickBooks | Includes product and SKU | | **Appointments** | Peoplevine → QuickBooks | Scheduler and reservation bookings | | **Donations** | Peoplevine → QuickBooks | Donation transactions | | **Customer profiles** | Peoplevine → QuickBooks | Created or linked by email address on first transaction sync | | **Refunds** | Peoplevine → QuickBooks | Adds a "processed refund" line item with negative amount, then processes the refund on the associated payment | > Peoplevine will not post over payments to an account. #### SKU mapping Peoplevine maps items to QuickBooks products by SKU. If a product does not exist in QuickBooks, Peoplevine creates it automatically. | Peoplevine Item | QuickBooks SKU Format | | -------------------- | ------------------------------------------------------- | | Memberships | `membership_sku` | | Products on an order | `product_sku` | | Events | `event-#` (event\_no) | | Event tickets | `ticket-#` (event\_ticket\_no) | | Appointments | `appointment-#` or `reservation-#` (schedule\_item\_no) | | General charges | `transaction-#` (transaction\_no) | Adding an **Income Account** to a product causes the transaction to appear on your **General Ledger**. #### Fund deposit Payments apply to an existing invoice or set up a new one. Funds are placed in **Undeposited Funds** unless you set up a Bank Account or Other Current Assets account in QuickBooks with **PV** in the title (e.g., "Bank of PV"). In that case, payments deposit directly to the matching PV-titled account. #### Daily reconciliation: non-synced transactions 1. Navigate to [**SELL > Transactions > View Transactions**](https://control.peoplevine.com/transactions). 2. Enable the **show non-synced transactions** filter to find items that need syncing. 3. Click into a non-synced transaction and select **Sync to QuickBooks**. 4. On a successfully synced transaction, you will see a **View in QuickBooks** link and a **Resync** link. Use **Resync** if the payment did not process properly on the QuickBooks side. 5. For bulk sync, use the option under the QuickBooks integration settings to sync all processed or invoiced transactions that have not yet been synced to QuickBooks or another platform. #### Manual invoice numbers When creating manual invoices in Peoplevine, the Peoplevine invoice number syncs to QuickBooks. QuickBooks payments are applied to invoices with matching numbers — use this to keep manual invoice payments aligned across both systems. #### Refund handling * Refunds on synced transactions make a "best effort" sync to QuickBooks: Peoplevine adds a **processed refund** line item with a negative amount to balance out the invoice, then processes the refund on the associated payment. * Refunds on **closed books** cannot be updated in QuickBooks. These must be processed manually in QuickBooks. *** ### Troubleshooting **QuickBooks shows an error when connecting:** Confirm you are logged into QuickBooks as an admin. Non-admin accounts cannot authorize the Peoplevine integration. **Transactions not syncing:** Navigate to [**SELL > Transactions > View Transactions**](https://control.peoplevine.com/transactions) and enable **show non-synced transactions**. Click into a non-synced transaction and select **Sync to QuickBooks**. For bulk sync, use the option in the QuickBooks integration settings. **Refund not applied in QuickBooks:** Refunds on closed books cannot be processed in QuickBooks. Peoplevine makes a "best effort" — if the refund fails on the QuickBooks side, process it manually in QuickBooks. **Revenue appearing in the wrong account:** *To be added — pending source material.* *** ### Best Practice * **Add QuickBooks payment methods before connecting** — create the four custom payment types (points, giftcard, entry, voucher) in QuickBooks first. Missing types cause transactions to default to "Other" or "Cash." * **Add an Income Account to products** — if you add an Income Account to a product in QuickBooks, transactions appear on your General Ledger. * **Use matching invoice numbers** — manual invoice numbers sync from Peoplevine to QuickBooks, and QuickBooks payments are applied to invoices with matching numbers. *Last updated: 2026-05-24* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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