Accounting reports & QuickBooks exports

Deposits, revenue by category, sales tax, AR aging, payments by method, refunds, and CSV files QuickBooks Online can import.

Money → Accounting reports gives you the numbers your bookkeeper asks for, for any date range (your facility's time zone).

Reports

• Summary: billed vs collected, deposits, sales tax, open receivables at a glance.
• Daily deposits: each day's payments by method (card, bank, cash, check, money order): gross, card surcharges, refunds and net. Card and bank payments show whether they have settled at Authorize.net yet, so you can match your bank deposits.
• Revenue by category: rent, fees, merchandise & locks, protection plans, sales tax, deposits, discounts and surcharges. *Billed* uses invoices issued in the range (accrual); *Collected* splits each payment across the lines of the invoice it paid (cash basis), net of refunds.
• Sales tax: tax billed by tax line, plus tax actually collected and refunded.
• AR aging: open balances as of the end date, by customer, in Current / 1–30 / 31–60 / 61–90 / 90+ day buckets.
• Payments by method and Refunds & credits, refunds and voids (by the day they happened), discounts/credits given, and voided invoices.

Every report has a Download CSV button.

QuickBooks Online

Pick one approach so nothing is counted twice:

1. Journal entries: one summarised entry per day (invoices → Accounts Receivable and income accounts; payments → your deposit accounts). QuickBooks Online: *Settings → Import data → Journal entries*. Simplest for most owners.
2. Invoices + Sales receipts + Payments, detailed, per customer. Invoices paid in full the day they were issued go in the sales-receipts file; everything else is in the invoices file, and payments against those invoices are in the payments file. QuickBooks Online imports invoices directly (*Import data → Invoices*); sales receipts and payments import with a CSV import app.

QuickBooks Desktop users can still download the IIF file.

GL account mapping

Accounting reports → GL mapping sets the QuickBooks account names (and Products/Services) each kind of line posts to, for example Rental Income, Sales Tax Payable, Customer Deposits, and which account each payment method deposits to (Undeposited Funds by default). Names must match your QuickBooks chart of accounts exactly.