Connect or Export to QuickBooks

Keep QuickBooks Current

The live QuickBooks Online connection is not switched on yet. Open QuickBooks in the sidebar today and you will see a note saying KeyBolt has paused it for everyone. That is not something you need to fix. Use Manual CSV transfer further down the same page in the meantime, and we will update this page when the live connection opens up.

When it does open up, connecting one QuickBooks Online company will send KeyBolt customers, finalized invoices, and recorded payments to your books automatically. Every record type starts turned off until you choose it, and two way sync is not turned on yet. The next few sections describe how that works.

Connect QuickBooks Online

1. Open QuickBooks in the KeyBolt sidebar.
2. Select Connect QuickBooks.
3. Sign in to Intuit, choose the company, and approve accounting access.
4. Choose the QuickBooks income account KeyBolt should use for invoice lines.
5. If your invoices collect sales tax, choose a QuickBooks tax code.
6. Select Save and start sync. You can leave the page while KeyBolt finishes in the background.

Draft invoices do not sync. When you void a synced invoice or reverse a synced payment in KeyBolt, KeyBolt updates the mapped QuickBooks record. Existing QuickBooks records stay in QuickBooks if you disconnect.

Check or Repair a Sync

The QuickBooks page shows how many records are waiting and whether any need attention. Fix the named setup or record issue, then select Retry failed records. Select Sync now to queue a full check without creating duplicates.

If something is paused, the page tells you who can restart it. Some pauses are ours and apply to every shop while we work on the problem, and there is nothing for you to do. Others apply only to your shop, and support can turn those back on.

Advanced Accounting Choices

The owner or bookkeeper sets these once, on the QuickBooks page, and each one has money consequences.

• Pick one path for store sales, not two. Either KeyBolt posts paid store orders to QuickBooks, or you keep an existing Stripe-to-QuickBooks connector doing it. Turning on both double counts the same sale in your books, so KeyBolt makes you choose one and confirm that no other app is posting the same orders.
• Stripe still takes the payment and still sends the receipt. KeyBolt does not charge cards through QuickBooks and will not send a second receipt to your customer.
• KeyBolt owns inventory counts. When inventory sync is on, change quantities in KeyBolt, not in QuickBooks.
• Payout matching is read only. KeyBolt compares your Stripe or Square payouts to the QuickBooks deposit and fee and tells you when they disagree. It never edits a deposit or moves money.

Change the Connected Company

Only the owner can point KeyBolt at a different QuickBooks company, and it cannot be undone. KeyBolt removes every link it holds to the old company. Records already in that company stay there, but KeyBolt will no longer know which QuickBooks record matches which KeyBolt record, and it will not put them back. If you only need to sign in again, use Reconnect and pick the same company.

Manual CSV Fallback

KeyBolt also exports QuickBooks-compatible CSV files for QuickBooks Online or Desktop. Use this fallback when you do not want a live connection or need to hand a file to your bookkeeper.

What You Can Export

• Customers, name, phone, email, address. Maps to QuickBooks customer records.
• Invoices, invoice number, date, customer, line items, tax, total, status. Maps to QuickBooks invoices.
• Payments, payment date, amount, method, linked invoice. Maps to QuickBooks payment receipts.

Export CSV Files

1. Go to the QuickBooks page in the sidebar.
2. Go to Manual CSV transfer.
3. Select what you want to export: Customers, Invoices, or Payments.
4. Tap the export button for the data type you want. All records are included in the export.
5. The file downloads to your device. On mobile, you can share it directly to email, Google Drive, or Dropbox.

Importing into QuickBooks Online

1. Log in to QuickBooks Online.
2. For customers: go to Sales > Customers > Import and upload the customers CSV.
3. For invoices: go to Sales > Invoices > Import and upload the invoices CSV.
4. Map the columns. QuickBooks will show you a preview. KeyBolt's column headers are named to match QuickBooks fields, so most columns auto-map.
5. Confirm and import.

Importing into QuickBooks Desktop

QuickBooks Desktop uses the IIF format for imports. Open the KeyBolt CSV in Excel, adjust column headers to match IIF requirements, and import via File > Utilities > Import. Alternatively, use a CSV-to-IIF converter tool. Several free options exist online.