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QuickBooks Online Sync FAQ

  • 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?
    • There is a $19.95/mo subscription charge. You can learn more about pricing here.
  • 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 reconciliation and tax prep easier!
  • Why can't I see the QuickBooks Online Sync option?Screenshot 2026-03-15 at 15.12.11.png
    • There are two reasons a merchant may not see the option. 
      • Your Merchant Service Provider may not be participating in this optional feature. If you’re a SwipeSimple admin and are interested in this feature, please contact your Merchant Service Provider to request it. 
      • If you are a non-admin user (member level), this feature will not appear. Only admins are able to sign up and configure this add-on feature. 
  • How do I cancel?
    • You can cancel anytime through the Manage Subscription menu. If you cancel, transactions will stop syncing, but any data already in QuickBooks will remain.
  • Can I sync historical transactions?
    • No, we sync transactions going forward from the activation date. Historical sync is not available.
  • How do I know if my transactions are syncing successfully?
    • In the left-hand navigation bar, the QuickBooks Online sync page will show sync history. 
    • All synced sales receipts also appear in QBO. You can see them by clicking on Sales then Sales Transactions, unless another account was specified during setup.
    • Merchants can compare transaction amounts to locate the correct receipt. 
  • What happens if I made a mistake during a sale in SwipeSimple and had to void or refund it? How will that affect syncing?
    • If you void or refund a transaction in SwipeSimple, you can sync that change to QuickBooks. The integration will create a corresponding Refund Receipt in QuickBooks to keep everything accurate.
  • Will this mess with my existing QuickBooks Online data?
    • No, this integration only adds new Sales Receipt records - it doesn't modify or delete any existing QuickBooks data. Everything syncs into the accounts and categories you specify during setup.
  • What do I do if it looks like there is duplicate or incorrect data?
    • Because SwipeSimple sends over all transaction data including:
      • Customer information (if matched)
      • Date and time
      • Transaction amount
      • Discounts
      • Adjustments and/or Surcharges
      • Tax information
      • Tips (if applicable)
      • Product/service categories
    • It’s important to make sure that you have corresponding places to sync that information to in QuickBooks Online. Be sure to review both SwipeSimple and QuickBooks Online to make sure you have your settings configured correctly. 
    • If you are unable to determine the cause, please contact our support team for further assistance.
  • Can I change the QuickBooks account my sales receipts deposit to?
    • Yes, the account can be adjusted on the main QuickBooks Online Sync Page. 
      • Important Note: Please make sure you open a separate tab or window and log out of the old QuickBooks online account first. Otherwise the Sync tool could try to reconnect to it accidentally. Once you are logged out, you can set up the sync again using the new QuickBooks Online account in the sync settings. 
  • How do I change the default product and service that is applied to all my sales receipts?
    • The product and service classifications are merchant-defined fields that apply to all sales receipts. Merchants set up product and service categories in QuickBooks Online.  
    • The default can be adjusted in the Sync settings page. 
  • Why can’t I click the Sync button?
    • Transactions are available to sync only after they are marked with an approved status. The button will activate when there are transactions in the approved state to sync. 
    • If you believe you have approved and unsynced transitions, please notate which ones and contact our support team so we can review it with you. 
  • I have multiple sales tax rates. Will the tax total be correct? How is it calculated in QuickBooks Online?
    • SwipeSimple sends the tax as a single amount, which will appear in the tax box. 
  • Why are all of my items showing as taxable on a sales receipt when really they are not all taxable?
    • If one item is taxable, QBO marks all items taxable.
    • The total tax amount is correct because it is just a number passed through from SwipeSimple. 
    • During the next phase, we will mark only taxable items as taxable. 
  • What happens with sales receipts without a customer match in QuickBooks Online? 
    • Sales receipts will be applied to a generic customer called “SwipeSimple Customer.”
  • What happens to sales receipts with a customer match in QuickBooks Online?
    • If there is an email associated with the customer profile tied to the transaction in SwipeSimple that matches a customer email in QuickBooks Online, we will apply that sales receipt to the customer record in QuickBooks Online as well.
  • I am having trouble with my QuickBooks Online account, what do I do?
    • SwipeSimple is unable to offer support related to your QuickBooks Online account. For better assistance, you’ll want to reach out to Intuit support. 
      • Log in to QuickBooks Online.
      • Click the Help (?) icon in the upper right.
      • Select Contact Us.
      • Describe your issue, then choose Chat or Get a callback with a QuickBooks specialist.
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