QuickBooks Desktop Integration Frequently Asked Questions

The QuickBooks Online and QuickBooks Desktop integrations utilize QuickBooks functionality to create invoices, credit memos, and payments. With each sync, all financial information for a selected date range is provided to QuickBooks: Service Sales & Refunds, Product Sales & Refunds, Liabilities, Account Charges (Accounts Receivable), Cost of Goods Sold, and miscellaneous income (such as pay-in, drawer overages, and tips collected).

Important: Class Tracking is supported with QuickBooks Desktop only and is not available with QuickBooks Online.

These integrations are available in the MeevoXchange under Integrations.

Some additional details regarding the data that syncs to QuickBooks:

During the setup process, Meevo automatically generates accounts for products and services, along with sub-accounts for each income account based on the predefined categories in Meevo (such as Product Categories, Service Categories, etc.).
Invoices & credit memos will have line items which route income and track refunds to the proper accounts.
Payments are created based on the day and total for the Payment Type across all drawers, and put against invoices to attempt to close them out.
Synced invoices provide totals per day, not per transaction.
The integration keeps track of Liability Usage for accounting accuracy.

Important: This integration is designed for use with Accrual-Based Accounting only. Cash-Based Accounting is not supported due to the way Meevo handles unredeemed liabilities. In Meevo, unredeemed liabilities aren't recognized until they are redeemed, so Accrual-Based Accounting is necessary for the system to know where to allocate funds.

Requirements

You or your Accountant will need QuickBooks Desktop installed prior to using this integration. This integration will only work with the following versions of QuickBooks Financial Software products:

QuickBooks Enterprise Solutions (2015 or later)
QuickBooks Premier (2015 or later)
QuickBooks Pro (2015 or later)

How does Meevo integrate with desktop versions of QuickBooks?

Note: Someone from our Business Support team will be reaching out to assist with set-up. You can also contact us directly at (973) 402-8801.

Meevo sends data to your desktop version of QuickBooks through the QuickBooks Web Connector (QWC). The QWC is a Microsoft Windows application that enables web-based applications like Meevo to exchange data with a desktop application like QuickBooks. The QWC application resides inside of QuickBooks, and can be opened in QuickBooks by going to File > Update Web Services.

To connect Meevo and QuickBooks, you'll first output a .qwc file from Meevo, and then use that file to connect QuickBooks and Meevo by simply opening the QWC application and selecting the Meevo .qwc file.

How does the Quickbooks integration work with Central Office and multiple locations?

In a multi-location business model, only locations can set up and use this integration. There are no features or functions related to Central Office.

Are there prerequisites and best practices for using this integration?

Yes! See Best Practices for the QuickBooks Integration for details.

How do I send financial data from Meevo to QuickBooks?

To sync financial data from Meevo to QuickBooks, you must have the company file the open in the desktop version of QuickBooks, and the QuickBooks Web Connector open as well. The sync is executed from Meevo. When you execute a sync, your data is added to a queue for the QWC to process. Your data is not synced to QuickBooks until the QWC processes the queued job. You can manually run the QWC to quickly run the queued job, or wait for it to auto-run, which it does every three hours as long as the QWC is open and Auto-Run is enabled.

Note: As with the QuickBooks Online integration, financial data is never synced from Meevo to QuickBooks automatically. This must always be performed via a manual action, so you decide when your financial data is final and ready to be synced.

Which options in Meevo impact QuickBooks?

Transaction Editor Settings in a Security Role definition determine how far in the past a transaction can be edited. This duration should be considered when syncing to QuickBooks, as you want to avoid syncing data that has the potential to be changed in Meevo. This is explained further in the To sync to QuickBooks Desktop section of Syncing to QuickBooks Desktop.
In the Alerts Manager, you can configure an alert for when the QuickBooks integration has not been synced for a specified amount of time.

How does editing past transactions impact my synced QuickBooks data?

Transaction data that is changed in Meevo after a sync is not retroactively pushed to QuickBooks. See Best Practices for the QuickBooks Integration for details on how changing a past transaction can impact your synced QuickBooks data and the steps to take to resolve any discrepancies.

What if I have multiple tax rates in Meevo?

When syncing data to QuickBooks, all sale items are grouped under their respective tax rate. Each tax rate that is created in Meevo is brought over into QuickBooks.