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QuickBooks IntegrationAccount Mapping

Account Mapping

Account mapping tells Service Invoice Pro which QuickBooks accounts to use when creating entries. This is required for Stripe payout sync and recommended for accurate service item categorization.

How to Set Up

  1. Go to Settings > Integrations > QuickBooks and open the Account Mapping tab.
  2. Click Load Chart of Accounts to fetch your available accounts from QuickBooks.
  3. Select the appropriate account from each dropdown. Dropdowns are filtered by account type (Bank, Expense, Income, etc.) to help you find the right one.
  4. Click Save Mappings.

Payout Reconciliation Accounts

These accounts are used when Stripe payouts are synced to QuickBooks. The first two are required.

Required

  • Checking Account * — The bank account where Stripe deposits your payouts. Must be a Bank type account in QB. This is typically your primary business checking account.

  • Undeposited Funds * — A holding account for payments before they’re deposited. Must be an Other Current Asset type account in QB. QuickBooks usually creates this account by default.

If these two accounts aren’t mapped, you’ll see an amber warning: “Stripe payout sync requires Checking Account + Undeposited Funds.” Payouts will fail to sync until both are configured.

Optional

  • SIP Payments Fees — The expense account for Stripe processing fees (the 2.9% + 30 cents per transaction). Must be an Expense type account. If not set, fee journal entries won’t be created.

  • Undistributed Tips — A liability account for tips collected through Stripe until they’re distributed to employees. Must be an Other Current Liability type account.

  • Refunds Clearing — An account for refund amounts that Stripe deducts from payouts. Useful for tracking refund impact on cash flow.

  • Allowance for Disputed Payments — An account for disputed payment amounts that Stripe holds during the dispute process.

Service Item Income Account

The Services Revenue account is used when syncing your service items to QuickBooks. It tells QuickBooks which income account to assign to service item sales. This must be an Income type account.

This is separate from the payout reconciliation accounts above. Even if you don’t use payout sync, setting a Services Revenue account ensures your synced service items are categorized correctly in QuickBooks.

Cached Accounts

If QuickBooks is temporarily slow or unavailable when you open the Account Mapping tab, Service Invoice Pro shows your previously cached account list with an amber banner:

Using cached accounts (last updated [date]). Click Refresh to try loading the latest list from QuickBooks.

You can still select and save mappings using the cached list. Click Refresh to attempt fetching the latest accounts from QB.

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