QuickBooks Online (QBO) Summary Level Sync posts one summarized journal entry per day (broken out by location, if you have more than one) that reflects your income, tax, expenses, and cash movement. Follow the steps below in order to get it up and running.
ℹ️ Before you start: Every Quipli General Ledger account with activity needs to be mapped to a QuickBooks account. If even one account is missing a mapping, that day's journal entry will fail in QuickBooks with a "Config Required" error until it's fixed.
Step 1 — Connect QuickBooks Online
Go to Accounting → QuickBooks Online.
Click Connect to QuickBooks.
Log in to your QuickBooks account if prompted, then click Connect.
Step 2 — Set Up Class Mapping (Multi-Location Only)
If you operate more than one location and want your journal entries broken out by location in QuickBooks, set up Classes first:
In QuickBooks Online, click the Settings gear → Account and Settings.
Go to the Advanced tab, find Categories, and turn on Track Classes. Click Save.
Click the Settings gear again, go to All Lists → Classes, and create one class per location.
Back in Quipli, refresh the Accounting → QuickBooks Online page. Each of your locations will now show a dropdown — select the matching QuickBooks class for each one.
📌 Single location? You can skip this step.
Step 3 — Wait for Your First Nightly Sync
The first night after you connect, Quipli's sync job runs for the first time and automatically sets a few things up.
In your Quipli General Ledger, these default accounts get created:
Sale of Product Income (default income account)
Unearned Revenue (for unapplied or advance payments)
A tax account for each of your tax jurisdictions
Accounts Payable (for purchase order bills and bill payments)
Accounts Receivable
Customer Payments (all customer payments)
Expense Payments (all purchase order bill payments)
In QuickBooks itself, only one account is created automatically:
Quipli creates a Quipli Sales Tax Payable liability account in QuickBooks and maps all of your Quipli tax GLs to it. Any new tax jurisdiction you add later will map here automatically too.
Want a different default account instead? Reach out to your Quipli contact. You can also remap your tax GLs to a different QuickBooks liability account yourself at any time — go to Accounting → General Ledger, click the pencil icon on the tax GL, and choose a different account under QBO Account Mapping (see Step 5 below).
📌 Note: The accounts above exist in your Quipli General Ledger after this first sync, but nothing posts to QuickBooks until you map each one — that's Step 5 below.
Step 4 — Create Any Additional GL Accounts You Need
The defaults above cover the basics, but most businesses need more detail than that. Before moving on, create any additional accounts you use — for example, Rental Income, Delivery Income, or Damage Waiver Income — and set up your product, part, and service pages to map to the right account.
Don't forget your expense accounts — you'll also need a GL account for each expense type used on your purchase orders (e.g., Fuel, Repairs & Maintenance, Freight) so those bills have somewhere to post to.
Step 5 — Map Every GL Account to QuickBooks
Go to Accounting → General Ledger.
For each account, click the pencil icon and choose the matching account under QBO Account Mapping.
QuickBooks only shows you accounts of the matching type — an Income account in Quipli will only show QuickBooks Income accounts to map to, and so on.
ℹ️ Map Cash to a dedicated Clearing account — not Undeposited Funds: Create a new account in QuickBooks (Other Current Asset type, named something like "Quipli Clearing" or "Payments Clearing") and map your Cash account to that instead of QuickBooks' built-in Undeposited Funds account. Undeposited Funds expects individual, selectable payment records to bundle into a deposit — Quipli posts one lump daily total instead, so there's nothing granular in it for QuickBooks to match against. With a Clearing account, the daily journal entry debits Clearing for the day's total payments and credits A/R, and you reconcile the actual bank deposit against Clearing separately.
Every account with activity needs a mapping — if one is missing, that day's journal entry will fail in QuickBooks with a "Config Required" error until it's fixed.
Step 6 — Split Out Purchase Order Payment Methods (Optional)
By default, all purchase order bill payments post to your Expense Payments asset account. If you'd rather split them out — for example, credit card payments vs. checking account payments — go to Accounting → Payment Methods → Expense tab and map each payment method to its own account.
What to Expect Once You're Set Up
Income, Expense, and Tax accounts update in QuickBooks in real time.
Asset and Liability accounts (A/R, A/P, Cash, Unearned Revenue, Expense Payments) only update once the nightly sync runs — so you'll see the prior day's activity, not the same day's.
Once every account is mapped and invoices start coming in, a daily journal entry appears under Accounting → QuickBooks Online for the prior day, showing whether it synced successfully.
Click into any journal entry to see the total debits and credits, every account affected, and (if you're multi-location) the class. Click into an individual account line to see exactly which transactions make up that amount.
You can find the same journal entry directly in QuickBooks — it's named "Daily Q" followed by the date — from either the Chart of Accounts or the Journal Entry view.
QuickBooks will show a "Quipli AR Entity" and "Quipli AP Entity" as the customer/vendor on A/R and A/P journal entry lines. This is created automatically and just reflects how Quipli's synced entries appear in QuickBooks — no setup needed on your end.
Need Help?
Contact Quipli support ([email protected]) if you:
See a "Config Required" error on a journal entry and can't tell which account is missing a mapping.
Want a different default QuickBooks account set up in place of "Quipli Sales Tax Payable."
Aren't sure which QuickBooks account type to use for a new GL account.
Notice a journal entry total in QuickBooks that doesn't match what you see in Quipli.