Connect QuickBooks or Xero

Available on Standard and above

QuickBooks and Xero need the Standard or Enterprise plan.

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Use this so your accountant sees your shop’s sales without anyone typing them in twice. Once connected, BytePhase adds new customers, invoices, payments, parts and repair services to your QuickBooks or Xero account.

Before you start

• Have your QuickBooks or Xero login ready. You need to be able to approve apps for the company or organisation.
• Your BytePhase account sends to one set of books. If you have more than one business in BytePhase, all of them go to the same QuickBooks company or Xero organisation.
• Don’t see Set up? Ask your shop owner to let you connect integrations.

Get QuickBooks or Xero ready

• Your QuickBooks company must be active and allow connected apps.
• There are no keys or codes to copy. You connect by signing in to QuickBooks or Xero and allowing access. If QuickBooks asks you to verify your sign-in, finish that first.
• Want QuickBooks or Xero to count your part stock? QuickBooks needs the Plus or Advanced plan and an inventory asset account. Xero needs a plan that supports inventory and an account of type INVENTORY. Without stock tracking, parts sync on every QuickBooks and Xero plan.
• On the Xero Starter plan, Xero allows only a small number of syncs a day. A big first sync can use them up, so run it on a quiet day.
• For payments to sync into Xero, you need an account of type BANK in Xero.

Steps

1. Go to Settings › Integrations. On the QuickBooks or Xero card, click Set up.

2. Leave Service status as Active and click Save.

3. The QuickBooks integration or Xero integration page opens for you. Click the Overview tab.

4. Click Connect, then Connect again in the window that opens.

   A QuickBooks or Xero window opens. Sign in, pick your company or organisation, and allow BytePhase access.

   

   Desktop

5. Open the Mapping tab and click Fetch accounts. This loads your chart of accounts.

6. Choose the accounts BytePhase should post to: Account for sales, Account for expenses (in Xero, Account for cost of goods), and, if you want payments to sync, Bank account for payments. Choose how invoices arrive, under Invoice status on sync. Click Save.

7. Click Test mapping to check your choices.

8. To send the customers, parts and services you already have, click Sync customers and Sync inventory. This runs in the background and can take 20 to 30 minutes. You get a message when it’s done.

Done!

New customers, invoices, payments, parts and services in BytePhase now go to your accounting software on their own.

Check that it’s working

• The Overview tab shows Last sync, Synced (30d), Failing and Awaiting retry.
• The Sync health tab lists records that didn’t go through, with the error. Fix the record, then retry it.
• Your customer, part, invoice and sale lists get a QB or Xero column. It shows Synced, Syncing…, Failed or Not synced for each record.
• Invoices sync but payments don’t? Check Bank account for payments on the Mapping tab. If it’s empty, payments never sync, so invoices stay unpaid in your accounting software.
• Added a new account in QuickBooks or Xero? Click Fetch accounts again to see it in BytePhase.

Good to know

• Changes made in BytePhase after an invoice has synced don’t follow it: line items, cancellations and refunds. Fix those directly in QuickBooks or Xero.
• Only new payments sync. Editing or deleting a payment after it synced doesn’t update it in your accounting software.
• Xero doesn’t receive part stock quantities. If you choose Track parts as Xero inventory, set the opening stock in Xero yourself.
• To stop syncing, open the Danger zone tab and click Disconnect. Records already sent stay in your accounting software, and you can reconnect any time.