Integrate with QuickBooks

QuickBooks Online is a cloud accounting software that makes it easy to manage your books anytime on multiple devices. For more information, please visit QuickBooks.

How does the integration work?

Zettle lets you import your sales and payments data daily into your QuickBooks account. The integration is easy and simple to set up, and once you've connected your QuickBooks account, Zettle will automatically import your data into the bookkeeping accounts of your choice.

In order to get a better understanding of your Zettle payments and fees, we suggest that you create separate bookkeeping accounts for each set of data, making it easier to get a clear overview of transactions going in and out of your Zettle account and your bank account.

The guide below is a suggestion on how to set up your connection with QuickBooks in the most straightforward way.

How to connect your Zettle account with QuickBooks? (step-by-step)

  1. Sign in to your Zettle account at my.zettle.com
  2. Go to your Integrations page and find the Quickbooks integration
  3. Click "Connect" and observe the information regarding customers and suppliers
  4. Enter your Quickbooks login details, then select which QuickBooks organisation Zettle can access and click "Authorise". You can connect only one Zettle account to one QuickBooks organisation.
  5. In order for the data to import, specify which Zettle data goes into which QuickBooks account. Each transaction type can have a dedicated account in QuickBooks.

QuickBooks account type mapping

Zettle Account

QuickBooks Account

Zettle sales

Revenue

Zettle refunds

Revenue

Zettle tipping

Current Liability, Non-current Liability

Zettle gift card

Current Liability, Non-current Liability

Zettle fees

Direct Costs, Overhead, Expense

Zettle payments (card, cash, invoice, online card, PayPal, mobile)

Current Account, Bank Account

Cash Advance

Current Liability, Non-current Liability

Can I connect multiple Zettle accounts to QuickBooks?

You can only connect one Zettle business account to one QuickBooks organisation. 

When does the import happen?

When you set up the integration, you can select any date in the past to start the import. This will retroactively import data from Zettle to QuickBooks for each day since the date selected. We recommend selecting a date within your current fiscal year in order to not alter any data in the period before the last closing of your books.

Zettle automatically imports data to QuickBooks once every night. Once you set up the integration, the first Zettle data will appear in QuickBooks the next day. 

Can I change the start date after setting up the integration?

After the first successful data import between Zettle and QuickBooks, you cannot change the start date, as it would result in duplicated data for overlapping days.

What data is shared between Zettle and QuickBooks?

When you authorise the connection between Zettle and QuickBooks you give permission to QuickBooks to read your Zettle sales and financial data. You also give permission to Zettle to read your QuickBooks company, accounts, tax rates, customers, suppliers, invoices, bills, payments, balance sheets and bank statements.

How can I avoid double-counting purchases if I am using a POS other tha Zettle and have already integrated with QuickBooks?

If you are using a point of sale other tha Zettle that is already connected to QuickBooks, switch off the “‘Synchronise sales data” option in order to avoid double-counting. In this case, you only need to sync Zettle fee data to QuickBooks. You can do this by selecting an account for “Zettle fees” to record fees as an expense (bill), and you should also select an account for “Zettle Card Payments” to record payments for the expense. The Zettle fees are subtracted from card payments upon payout from Zettle to your bank account.

The data sync has stopped and I’m missing Zettle data in QuickBooks. What can I do?

Log in to the Zettle back office and navigate to the Applications page (Menu > Settings > Applications). Verify that your connection to QuickBooks is still active, if not, your connection to QuickBooks has been deauthorised – usually due to password or permission change – and you have to connect again.

If your connection is active, navigate to the QuickBooks settings page and verify that you have a valid account selected for each required field. If an account is missing or has become archived in QuickBooks, you will see an error message on the field. Make sure to select a new account and save the new settings. The integration will automatically backfill data for the missing period with the new settings from the next day. 

If all settings look good on the QuickBooks page in Zettle, please check your QuickBooks account and make sure that your subscription is active.

In case all of the above checks up, but the issue persists, please contact our support.

How does the data mapping work exactly?

Zettle Sales

Account mapping
Switch on to sync Zettle sales data in QuickBooks if you are using Zettle Go as your point of sale. Switch off if you are using another point-of-sale system (e.g. Lightspeed, The Good Till, Revel) that already syncs sales data in QuickBooks to prevent double counting. With the daily sales recording switched off, the Zettle integration needs only to record the fees and fee refunds (see below).

Sales are booked on a nominal account in the “Revenue” category. You can select an existing account from the dropdown, if you don’t have an account available, you need to create an account in QuickBooks for this purpose.

How does this data appear in QuickBooks?
Zettle pushes a single sales invoice to QuickBooks Online each day. This invoice represents all sales made over the course of that day. The invoice will contain one line item for each tax rate the merchant trades in, with this line item representing the total of all sales at that tax rate. If no sales have been made for a given tax rate on that day, the corresponding line item will be omitted.

Rounding
Discounts in Zettle are applied to the total of the purchase once all the items have been summed up rather than at an item level. As we are splitting out items into VAT Percentage across all sales for the day discounts need to be applied at the item level which may lead to slight rounding discrepancies compared to applying the discount at the summed level.

As per the advice of most accounting packages, we add an invoice line which will be ± 0.01 to bring the total in line with the correct total.

Zettle Refunds

Account mapping
Refunds are also booked on a nominal account of type “Revenue”. It is typical to select the same account as for the Zettle sales account (see “Sales” above). However, a different account could be used if you want to report refunds separately within QuickBooks.

How this data appears in QuickBooks
Zettle pushes a single refund receipt to QuickBooks each day. This invoice represents all refunds made over the course of that day. The refund receipt will contain one line item for each tax rate the merchant trades in, with this line item representing the total of all refunds at that tax rate. If no refunds have been made for a given tax rate on that day, the corresponding line item will be omitted.

Zettle Tipping

Account mapping
Zettle supports current and bank accounts for all payment accounts. You can select an existing account from the dropdown, if you don’t have an account available, you need to create an account in QuickBooks for this purpose.

How this data appears in QuickBooks
Gratuity is pushed to QuickBooks as part of the daily sales invoice as a separate line item.

Zettle Fees

Zettle take a percentage commission on every card transaction processed by the Zettle card reader. Zettle also charges fees for Zettle invoice payments and Cash Advance, if these are applicable to you. The fees affect the amount deposited in your bank account, as they are subtracted from the card payment amounts upon payout. Due to this, the current account (Zettle card payments) would not be zero after completing reconciliation against the bank feed. The integration, therefore, creates a purchase invoice in QuickBooks to account for Zettle fees. The payment for Zettle fees will be applied to the account used for Zettle card payments.

Account mapping
Fees are booked on a nominal account of type “Expenses” and will appear in the Expense section of a profit and loss report. You can select an existing account from the dropdown, if you don’t have an account available, you need to create an account in QuickBooks for this purpose.

How this data appears in QuickBooks
Zettle pushes a single Bill to QuickBooks Online each day. This bill represents all fees taken by Zettle over the course of that day. The bill can have more than one line if there are different types of transactions that occur throughout the day.

Fee Refunds

How this data appears in QuickBooks
A single Bank Deposit is pushed each day representing all fee refunds processed that day.

Zettle card payments

Account mapping
Zettle supports current and bank accounts for all payment accounts. You can select an existing account from the dropdown, if you don’t have an account available, you need to create an account in QuickBooks for this purpose.

The account configured for Zettle card payments represents the Zettle liquid account.

How this data appears in QuickBooks
Zettle pushes a single payment to QuickBooks per day per payment type which has been used that day. So if you process ten card payments and twenty cash payments in one day, two payments are pushed. These payments are recorded against the daily sales invoice.

Zettle Invoice

Account mapping

  • Invoice payments account – This is a current or a bank account where payments against Zettle invoices are received. As invoice payments are handled by Zettle, this account should represent the Zettle liquid account, and thus be the same as the card payment account.
  • Invoice fees account – This is a nominal account of type "Expenses", and will appear on the expenses section of a profit and loss report. Payment fee transactions will be reconciled against this account.

How this data appears in QuickBooks
An invoice is pushed to QuickBooks as normal when an invoice purchase is made, however, a payment is not immediately pushed against the invoice, so the invoice is displayed with an outstanding balance.

When the customer has made a payment against the invoice, a payment is pushed against the original invoice. This payment is booked against the Invoice payments account, which should match the Zettle liquid account as this is where invoice payments are paid into. If the payment pays the invoice in full, at this point the invoice will be marked as paid in QuickBooks.

Invoice fees are pushed in a similar way to standard Zettle card fees (see "Fees" above). A bill is pushed with a single line item with the expense account set to the Invoice fees account. A single payment is simultaneously pushed for the full payment of the bill, representing the transfer of money out of the liquid account to pay the fees. This payment is taken from the Invoice payments account.

Zettle Cash Advance

Account mapping

  • Cash Advance account – a nominal account of type “Current Liability”. This account will appear in the Liabilities section of a balance sheet report. The value of this account represents the amount of the loan principal that is yet to be repaid.
  • Cash Advance Fees account – a nominal account of type “Expense”. This account will appear in the Expenses section of a profit and loss report. Transactions pushed to this account represent fees on the advance paid to Zettle.
  • All flows of cash are pushed to the account configured for Zettle card payments, as this represents the Zettle liquid account. These cash flows are attributed to the Zettle contact (configured as part of the sales/fees sections of the config).

How this data appears in QuickBooks
The advance transaction is pushed to QuickBooks as a “receive money” transaction into the card payment bank account (the liquid account). This transaction is reconciled to the Cash Advance liability account, and thus increases the value on that account.

Repayments of the advance are pushed as “spend money” transactions into the card payment bank account (the liquid account). These transactions are reconciled to the Cash Advance liability account, and thus decrease the value on that account (representing the outstanding principal going down).

Advance fees are likewise pushed as “spend money” transactions into the liquid account, but are reconciled against the Advance Fees expense account, representing a one-off cost to the business.

Zettle Gift Cards

Account mapping

  • Gift Card Sales:  a nominal account of type “Liability”. The value of this account represents the amount of outstanding gift cards.
  • Gift Card Payment: Once a gift card is spent the money goes into sales and the gift card payments account, and out of the liability account.

How this data appears in QuickBooks

Invoice in QuickBooks representing a purchase of a gift card and purchase of an item using a gift card:

Payment on an invoice in QuickBooks representing the purchase of an item using a gift card:

Bill in QuickBooks representing a payment using a gift card:

Was this article helpful?