Connecting QuickBooks Online

Connecting QuickBooks Online means what you bill in Stables shows up in your books without re-keying it. Invoices and payments post automatically, Stripe payouts land as deposits that match your bank feed, and you can pull your Profit & Loss back into Stables.

Who can connect it
QuickBooks connects to your facility - one QuickBooks company per facility. Facility owners can set it up, along with team members who have QuickBooks permission.

Connect your company

1. Open Settings → Integrations and find the QuickBooks Online card under Accounting.
2. Choose Connect QuickBooks and sign in to Intuit.
3. Pick the QuickBooks company you want to sync, then approve access.
4. You land back on the Accounting settings tab, where you finish setup.

Choose how you want it to sync

The Sync Mode you pick decides what Stables writes to QuickBooks. Both keep your books accurate - the difference is how much detail lands there.

Daily Summary

Books one journal entry per day of received payments: your bank account gets the deposit, processing fees post as an expense when you map a fee account, and income is credited by category. Cleanest if you don't want every customer invoice duplicated in QuickBooks.

Per Invoice

Creates a QuickBooks invoice for each finalized Stables invoice, records a payment when it's paid, and voids it in QuickBooks if you void it in Stables. Choose this if you want customer balances and A/R to live in QuickBooks.

Map your accounts

Account Mapping tells Stables which QuickBooks accounts to post to. What's required depends on your sync mode:

• Daily Summary - a Default Income Account and a Bank Account are required.
• Per Invoice - a Default Product/Service is required. Invoice lines bill through that QuickBooks item, and income posts to whatever account the item is set up with in QuickBooks.

The rest are optional, and each one unlocks a piece of the picture:

• Processing Fee Account - books card and ACH fees as an expense instead of folding them into the deposit.
• Deposit Bank Account - turns each Stripe payout into a QuickBooks deposit on its arrival date, so the register matches your bank feed.
• Refund Income Account - books customer refunds inside that same deposit.
• Security Deposit Account - holds security deposits as a liability (money you owe back), not income.
• Default Expense Account for Vendor Bills - where vendor bills post when their category doesn't match a QuickBooks account by name.

Use Category Mapping to send each charge category — boarding, lessons, farrier - to its own account or item. Anything left on Default uses the defaults above.

Syncing

Stables syncs automatically every night. You can also sync on demand with Sync Now after saving your mappings. Charges already synced are never sent twice.

Every run is recorded in Sync History - expand a row to see exactly what posted, invoice by invoice, along with anything skipped and why.

Bringing information back from QuickBooks

• Import your customers as clients - from Accounting settings, review them in the import grid (add horses, stalls, or recurring billing at the same time) before finalizing. Imported clients stay linked to their QuickBooks customer.
• Profit & Loss - view your P&L for this month, last month, or year to date without leaving Stables, including expenses you recorded directly in QuickBooks.

If the connection expires

Intuit expires connections that sit unused for a few months, and access can be revoked from the QuickBooks side. When that happens the card shows Connection expired and syncing pauses. Choose Reconnect and sign in again - your mappings are kept, and the next sync catches up on anything missed.

FAQ

• Will connecting QuickBooks change my existing books? No. Connecting only reads your chart of accounts and customer list so you can map them. Nothing posts until your required mappings are saved and a sync runs.
• Does QuickBooks send anything back into Stables billing? Syncing is one-way: Stables writes to QuickBooks. The exceptions are reading your chart of accounts, importing customers as clients, and displaying your Profit & Loss - none of which change your Stables invoices.
• What happens to invoices I void in Stables? In Per Invoice mode, voiding in Stables voids the matching QuickBooks invoice on the next sync, so the two never disagree.
• Why does a Stripe payout say it was skipped? Payouts containing something Stables can't book cleanly - a dispute, an adjustment, or a payment it can't match - are skipped rather than half-recorded, with the reason in Sync History so you can enter it manually.
• Can I switch sync modes later? Yes. Stables asks you to confirm, since the change affects what future syncs write to QuickBooks. Anything already synced stays as it was posted.