Under Business Settings > Integrations you can integrate QuickBooks Online. Acuity supports the Simple Start, Essentials and Plus plans. Click "Connect to QuickBooks" to log in, which will allow us to create clients, invoices and payments in QuickBooks for you. Then you're connected and any new appointments scheduled from now on will be sent to QuickBooks!
New clients will now be created as new appointments are booked and purchases are made in Acuity. You have three options:
- Don't create an invoice, just add them as a client in QuickBooks if they aren't already in your client list
- Create a draft invoice filled in with the information about the appointment, but don't send it to the client
- Create an invoice for the appointment and send it immediately by email to the client
Payments made through Acuity will be automatically added to invoices we create in QuickBooks, and invoices can be disabled for free appointments. If an appointment is canceled or rescheduled in Acuity, invoices can be updated automatically.
Read on for more details about taxes, client information, products & packages, and classes.
Taxes in QuickBooks
Acuity creates invoices in QuickBooks Online without taxes. Taxes can be added to individual invoices in QuickBooks, but it varies a bit by region.
US QuickBooks Accounts
For US accounts, taxes need to be set up in QuickBooks. Once taxes are set up, check the Tax box for the appointment line-item in an invoice:
Then select the tax rate for the invoice total:
Non-US QuickBooks Accounts
For non-US accounts, invoices are created "Out of scope of Tax". First, select an amount type for the invoice. "Exclusive of Tax" will add the tax to the total and the total of the invoice will be increased to account for tax. "Inclusive of Tax" calculates the tax based on it being already included in the total price, and the total of the invoice won't be changed.
Then select the appropriate Sales Tax for the invoice line item:
QuickBooks will automatically calculate the taxes for the invoice and update the totals.
First name, last name and e-mail address are synced to QuickBooks automatically. You can sync other information from appointments and intake forms to clients in QuickBooks by selecting the fields in your integration settings.
Packages & Products ⚓
Package, product and subscription purchases through your Acuity store can automatically create invoices in QuickBooks Online. An invoice will only be created for the initial subscription purchase, not for subsequent subscription payments.
When appointments are booked using a package code, the total price for the appointment will be $0. Creating invoices for these appointments can be disabled by unchecking "Create an invoice even if the appointment is free".
Classes & Recurring Appointments
We create invoices in QuickBooks for each appointment in Acuity. Anytime multiple appointments are scheduled at once (such as a class series, multiple class slots, or recurring appointments) an invoice will be created for each. This allows additional flexibility when handling cancellations and rescheduling.
When sending combined statements in QuickBooks manually, make sure sending invoices by email is disabled in Acuity.
Tips & Over Payments
Acuity is only able to sync payments up to the full value of each invoice. Tips will need to be recorded separately, but the Tips Report in Acuity is there to help with that.
Custom Invoice Numbers
QuickBooks does not support automatically setting custom invoice numbers for integrations. If you use custom transaction numbers in QBO, then invoice numbers must be set manually.