Connecting Acuity Scheduling with accounting applications

Connect Acuity to an accounting application so Acuity creates clients, invoices, and payments for you as appointments are booked. You can integrate with QuickBooks or FreshBooks.

It’s not possible to create third-party invoices directly in Acuity.

Acuity also has a built-in invoice feature. To learn more about it, visit Sending invoices with Acuity.

Tip: To learn where to view invoices for payments made for Acuity subscriptions, visit Acuity pricing, billing, and invoices.

Choose an integration

The table below compares the features available in each integration.

Feature

QuickBooks

FreshBooks

Xero

Sync new appointments

Yes

Yes

Yes

Sync Package/Subscription/Gift Certificate orders

Yes*

No**

No**

Add as a client without creating invoice

Yes

Yes

Yes

Create a draft invoice but don't send

Yes

Yes

Yes

Create an invoice for the appointment and send it immediately by email to the client

Yes

Yes

No

Disable invoices for free appointments

Yes

Yes

Yes

Update invoices automatically if appointment is canceled or rescheduled in Acuity

Yes

No

No

*QuickBooks will create an invoice for the first payment on a subscription, but not for subsequent payments.

**You can create invoices for packages, gift certificates, and subscriptions using Zapier. In Zapier, select the New Product Order trigger for Acuity. Choose the Create Paid Invoice or Create Invoice actions for FreshBooks or the New Invoice action for Xero.

Connect to an integration

To set up the connection:

  1. In Acuity, click Integrations.
  2. Find QuickBooks, or Freshbooks and click Set up, then Connect.
  3. A new window will appear prompting you to enter your credentials to log in.
  4. Select the sync settings you want. Acuity will sync first name, last name, and email address automatically. You can sync other client information by selecting those fields in the integration settings.
  5. Click Save.
Note: If you attempt to connect to QuickBooks and get the error message "Invalid CORS request", clear your cache and try again or use a different browser.

QuickBooks

QuickBooks is a small-business accounting solution that offers a range of services. Depending on their exact plan, users can track income and expenses, send invoices, record payments, list deductible expenses, and more.

Acuity can connect to QuickBooks Simple Start, Essentials, Plus, or Advanced. It isn’t possible to connect to QuickBooks Self Employed.

If your business practices include regularly sending customer statements through QuickBooks, select the integration’s Create a draft invoice setting to stop it from automatically emailing separate invoices to your clients.

The QuickBooks integration doesn’t automatically set custom invoice numbers. If you use custom transaction numbers in QuickBooks, set your invoice numbers manually.

QuickBooks will start syncing clients and appointments when you set up the integration. It won't create invoices for past appointments unless you generate them manually.

Tip: If you encounter the error "Invalid CORS request" when trying to connect to QuickBooks, try clearing your browser's cache or using a different browser.

FreshBooks

FreshBooks is accounting software for small businesses offering a variety of features including invoicing, time tracking, estimation, and more.

The integration uses only FreshBooks’ Simple Template to create invoices.

If your business practices include regularly sending combined statements in FreshBooks, select the integration’s Create a draft invoice setting to stop it from automatically emailing separate invoices to your clients.

After clients book, go into FreshBooks to mark invoices as sent and send a combined statement manually.

Xero

It's not possible to create new connections between Acuity and Xero.

Each instance of Xero contains multiple Xero accounts that correspond to different financial and accounting categories. You can choose separate Xero accounts to receive invoices and payments. You can sync invoices to Xero accounts set to Revenue and Sales types. You can sync payments to Xero accounts set to the Bank type or with the option Enable payments to this account checked.

Xero automatically adds payments made through Acuity to invoices created in Xero.

It’s not possible to have the Xero integration automatically email invoices to clients. You can send invoices individually through Xero’s customer profiles, or you can copy and merge invoices into one bill, then email that to a client.

It’s not possible to connect Acuity to Xero accounts that don’t have a code set. If you don’t see a Xero account you’re looking for, go to your Chart of Accounts to ensure it has a code set.

Invoice exceptions

Keep these exceptions in mind when using Acuity with an integrated accounting application:

  • Tips - The integration can sync payments up to the full value of each invoice. Record tips separately. You can see all tips in the Reports panel, under Tips.
  • Class series and recurring appointments - The integration creates invoices for each appointment in Acuity. When multiple appointments are scheduled at once (such as a class series, multiple slots in the same class, or recurring appointments), the integration creates an invoice for each appointment.
  • Package codes - When a client buys a package or gift certificate, the integration will create an invoice. When a client books using a package, gift certificate, or subscription code, the integration records the price as $0. If you uncheck Create an invoice even if the appointment is free, the integration won’t create invoices for $0 appointments.
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