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QuickBooks Online Sync

This guide will help you walk you through the complete set-up process to connect your SwipeSimple and QuickBooks Online accounts for syncing. The entire process takes approximately 10 minutes and will allow you to sync your SwipeSimple transaction data into QuickBooks Online. 

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Overview

  • What is QuickBooks Online Sync for SwipeSimple? 
    • This is an add-on service to your SwipeSimple account that allows you to sync your SwipeSimple transactions to your QuickBooks online account with one-click!
  • How much does it cost?
    • $19.95/mo 
  • Why would I want this feature?
    • This add-on allows you to sync your transactions all at once, reducing the need for manual entry and helps make business reconciliation and tax prep easier!
  • Where can I learn more or get my questions answered? 
    • Click this link to see more info and schedule a call with one of our sales consultants. Please keep in mind you must be an active SwipeSimple merchant. 

Before You Start

You must have:

  • ✓ Active SwipeSimple account
  • ✓ Active QuickBooks Online subscription
  • ✓ QuickBooks login credentials available
  • ✓ Credit card ready for payment ($19.95/month) 
  • ✓ 5-10 minutes to complete setup

Sign Up Steps

 

Sign in to your SwipeSimple Account

  1. Sign in to your SwipeSimple account online
  2. Navigate to the App Marketplace section in the left-hand menu
    1. Click QuickBooks Online SyncScreenshot 2026-03-20 at 10.42.42.png
    2. Review the pricing and sign-up information about QuickBooks Online Sync
    3. Click “Subscribe”
    4. You will be presented with a payment screen to enter in your card information. 
    5. Click "Subscribe for $19.95 per month"Screenshot 2026-03-20 at 10.45.50.png
    6. You should see a “Payment Accepted!” message if your subscription is successful.

Congrats! You just saved yourself hours of manual data entry each month! 

Connecting your QuickBooks Online account

Step One: Choose your Account

Once your subscription sign up is complete, you’ll be redirected to the Intuit sign-in page. From here you will: 

  1. Enter your QuickBooks Online email or user-ID, then click “Sign In.”
  2. Follow any two-factor auth prompts if needed and continue to sign in. 
  3. Next you will need to select the QuickBooks company you want to connect SwipeSimple to, then click “Next.”
  4. Review the connection authorization screen that gives you an overview of what data is shared between SwipeSimple and QuickBooks Online. 
  5. Click “Connect” to authorize the integration. 
  6. Once connected, you’ll see “Connected to “YOUR COMPANY NAME.” Followed by a “Subscription Started!” confirmation message. 

This connection is secure and uses standard authentication protocols. Only transaction data will be synced from SwipeSimple to QuickBooks Online and SwipeSimple never has access to your full QuickBooks Online account. 

Configuring your Sync Settings

Now that your accounts are connected, it’s time to configure how you want SwipeSimple to sync to QuickBooks Online. 

Step Two: Choose your Deposit Account

  1. You will be prompted: "Which account should transactions be deposited to?"
  2. SwipeSimple generally recommends the default of “Undeposited Funds,” however you may use any account you prefer to fit your business needs. 
    1. Why do we recommend Undeposited Funds? - Because this is the generic holding account for QuickBooks Online. When your Merchant Service Provider batches deposits into your bank, it’ll create a deposit in QuickBooks that you can reconcile SwipeSimple transactions against. 
  3. Click “Next” to continue. 

Step Three: Choose your Income Account

  1. You will then be prompted: "Which QuickBooks income account should your sales revenue be recorded in?"
    1. SwipeSimple recommends "Uncategorized Income", however you may choose any account you prefer. 
  2. Click "Next" to continue.

Step Four: Select your default Product/Service Category

  1. You will be prompted: "Which QuickBooks Product/Service category should be applied to transactions?"
  2. SwipeSimple recommends choosing the default of “SwipeSimple Transaction” from the drop-down, however you may choose the one you prefer to fit your business needs. 
    1. Why do we recommend “SwipeSImple Transaction?” - It’s an easy way to group all your SwipeSimple transactions together for easy reconciliation and reporting, especially if you have a lot of products or services in your QuickBooks Online account. 
  3. Optional: (Only for merchants who participate in Automatic Adjustment/Surcharging programs)
    1. If your SwipeSimple account is configured for Automatic Adjustment or Surcharging by your Merchant Service Provider, you will be prompted to select a product/service option for it. These are separated out for proper accounting purposes. 

Step Five: Item Catalog Matching

SwipeSimple offers two ways of syncing Item information from sales receipts to QuickBooks Online. You can choose a default category for all items or allow for automatic matching. 

  1. Default Category Option - This is a great option if you want a simple approach or don’t track items in SwipeSimple or QuickBooks Online. 
    1. Select: "Categorize all SwipeSimple Items as their default product and service"
    2. Select the default category you want to use. 
    3. All items will sync to this category. 
  2. Automatic Matching - This will configure the sync tool to automatically attempt to match item information from your SwipeSimple sales receipts to items in QuickBooks online. 
    1. Select: "Automatically match the SwipeSimple Item catalog with QuickBooks products and services"
    2. System will attempt to match item names between SwipeSimple and QuickBooks
    3. This opens a sub-option for unmatched items:
      Sub-Option A: Assign to Default Category
      1. If no match is found, assign item to the default category
        1. Simpler, less maintenance
    4. Sub-Option B: Auto-Create in QuickBooks
      1. If no match is found, automatically create a corresponding product/service in QuickBooks
        1. More detailed tracking, but creates more products in QuickBooks
  3. Once you’ve made your final selections, click “Next.”

Step Six: QuickBook Settings Review

  1. The sync tool will automatically check if tips, discounts, and tax settings match between your SwipeSimple account and QuickBooks Online. You’ll need to review any warnings or confirmations and then follow the guide if you need to make changes.
    1. Common issues:
      1. Tax rates don’t match 
      2. Tips aren’t configured
      3. Discounts are configured
  2. If you see any of these as yellow instead of green, you'll need to go into quickbooks and update the settings to match SwipeSimple, then come back to they sync tool and click the "Check Quickbook Settings again" button to complete the setup. 
  3. Once all options are green, click "Next."

It’s important to make sure that these settings are aligned between systems so that SwipeSimple and QuickBooks Online can bucket your transactions, adjustments, discounts, sales tax and tips accurately. 

Step Seven: Configure Customer Matching

The sync tool will automatically review the transaction data and if it finds a matching customer email from SwipeSimple within QuickBooks Online, it will automatically link that transaction to the existing QuickBooks customer for parity. 

If there is no match, the transaction will be assigned to a generic customer within QuickBooks called “SwipeSimple Customer.”

  1. Click “Done” to be taken back to your sync dashboard.

Congratulations! You’re all set up to sync between SwipeSimple and QuickBooks Online! 

Not sure which options to choose during set up or have additional questions? Click the orange Help❓button at the bottom right of the screen to contact the SwipeSimple Customer Support team.

How to Sync

After you’ve successfully connected your QuickBooks Online account to SwipeSimple, you’ll be able to manually sync any approved transaction with the click of a button from your SwipeSimple dashboard. 

Important Things to Note

  • Syncing is manual and requires you to click the Sync button.
  • Only approved transactions taken after the connection is established can be sync’d. Historical syncing is not available at this time. 

How to Sync Transactions?

  1. Navigate to App Marketplace > QuickBooks Online
  2. Click “Sync Now”
  3. Approved transactions will be created as sales receipts within the Quickbooks Online you selected during set up. 
  4. Additionally you’ll be presented with a status screen showing the results of the sync.

What gets synced?

  • Every synced transaction creates a sales receipt in QuickBooks Online containing: 
    • Transaction amount
    • Customer information (if matched)
    • Date and time
    • Tax information
    • Tips (if applicable)
    • Product/service categories

How to Reconcile in QuickBooks Online

Once you’ve successfully set up your sync settings and triggered your first set of transactions to sync, you’ll need to reconcile everything in QuickBooks Online. 

  • Step 1 — Sales Receipt → Undeposited Funds.
    • When a Sales Receipt is created, the payment is put into the Undeposited Funds account, or whatever account you selected during the SwipeSimple setup. Undeposited funds is a temporary holding account that accumulates payments before they're deposited to the actual bank account. Think of it like a physical deposit envelope holding checks and cash before a bank run.
  • Step 2 — Go to bank transactions. 
    • Find a deposit from your merchant service provider. Click the Categorize or Match column for the deposit. This will open another window. In this window you should click find other matches. This will open a view with all the sales receipts that have not been assigned to a deposit. The user should check the box for the sales receipts that correspond to this deposit. The totals should be equal. You can scroll to the bottom to see if there is a difference in the totals. 
    • If there is, it is likely due to the processing fees being taken out of the deposit. If there is a difference, you cannot match until the totals line up. This means you will need to add a row for fees. Once the totals align, you can click the match button. This removes the row from the For Review section to the Categorized section of the bank. Reconciliation for that deposit is now complete. 
  • Step 3 — Create a Bank Deposit Go to + New → Bank Deposit. 
    • Choose the destination bank account, then select the checkbox for each Sales Receipt you want to combine. The total of the selected transactions should match your deposit slip or in this case, your Merchant Service Provider's batch deposit on the bank feed. 
  • Step 4 — Match to the Bank Feed.
    • Once the Bank Deposit is saved, it appears in the bank register and QBO can match it to the corresponding deposit that came in through the bank feed. 

The key principle: Five $100 sales deposited as one $500 deposit need to be combined in QuickBooks Online to match the bank record. Undeposited Funds accumulates the individual Sales Receipts and allows you to combine them so the Bank Deposit you created matches what actually hit your bank account. 

Managing your Sync Settings

Merchants have the ability to edit their sync settings at any time, directly from the dashboard. You can use these settings to: 

  • Manage Subscription: Update payment method, view billing history
  • Sync Settings: Modify deposit account, categories, item matching
  • Disconnect: Switch to different QuickBooks company

Have more questions? Check out our FAQ section. Still can’t find what you’re looking for, click the❓button at the bottom right of the screen to contact the SwipeSimple Customer Support team.

Helpful Terms to Know

Below are some terms and their explanations related to QuickBooks Online that may be helpful to you. 

  • Sales Receipt — How you record a sale when payment is made in full at the time of the transaction. No invoice is needed; payment is already collected.
  • Undeposited Funds — A temporary holding account unique to QuickBooks Online. When multiple payments come in, they accumulate here before being grouped into a single deposit — mirroring how a bank combines multiple checks into one lump-sum deposit on your statement. 
  • Bank Deposit — The QuickBooks Online mechanism for decreasing the amount in undeposited funds to match the amount that was deposited from your Merchant Service Provider into your bank account. You select the individual Sales Receipts to combine, and the total should match your real-life deposit. 
  • Bank Feed — A feature that connects your bank account directly to QuickBooks Online and automatically imports transactions, eliminating manual data entry. It syncs in real time or on a scheduled basis.
  • Match — The action of linking a transaction already recorded in QuickBooks Online (like a Bank Deposit) to a corresponding transaction pulled in from the bank feed. For a match to work the amount on the bank deposit you created must match the amount deposited from your MSP.
  • Reconciliation — The process of comparing and matching your QuickBooks Online records with your bank statement to ensure they align. The goal is for every bank feed transaction to be matched or accounted for.
  • Bank Register — The running ledger inside QuickBooks Online for a specific bank account, showing every transaction that has been posted to that account — including completed Bank Deposits.
  • Deposit to (field) — The account selector on a Sales Receipt that determines where the payment is routed. Setting this to Undeposited Funds is what makes the transaction appear in the Bank Deposit window later for grouping and matching. 
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