QuickBooks Integration

Each month, the QuickBooks Journal Entry report turns the payments you received into one journal entry. You download it as a spreadsheet and import it into QuickBooks Online: your sales, sales tax, Stripe fees and deposits, in a couple of minutes. Using QuickBooks Desktop? See QuickBooks Desktop.

caution

This is not tax advice. Please confirm this method with your accountant.

Why Propcart doesn't connect to QuickBooks

QuickBooks is a powerful accounting software used by most of our clients. However, Propcart does not connect directly to QuickBooks for the following reasons:

1. QuickBooks doesn't provide "Scopes" to their API to limit access. So when a third party (like Propcart) gets access to your QuickBooks account, it gets access to EVERYTHING. Meaning it can read, create, update, and delete ALL of your QuickBooks data. Most prop houses don't want that. And we don't want that, because if something bad happens to your QuickBooks data, we don't want Propcart to be suspected.

2. However, assuming you were okay with that, the next problem is that QuickBooks doesn't make it easy to create and sync invoices and customers. Both Propcart and QuickBooks would contain your customer data, and there's a good chance the customer names are not the same, so it would be difficult to sync or merge these customers so that you can get your sales data (aka orders) from Propcart into QuickBooks. And because orders and invoices change so much, keeping both systems in sync with the same, accurate data makes this kind of integration even more challenging.

Propcart has the same capabilities as QuickBooks to create invoices, receive payments, and run the relevant reports. We modeled many aspects of our billing system off of QuickBooks, so if you're a QuickBooks user, you should find Propcart familiar.

Thus, the preferred solution is to not use QuickBooks for customers, invoices and payments, and to use Propcart instead: one single source of truth for all of your sales and billing data. Then, once a month, import a journal entry so your accounting reports (like your Profit and Loss report) include your Propcart sales.

What's in the journal entry

The journal entry is cash basis: it records the money you received in the month, not the invoices you sent. A payment counts in the month it was paid.

Line	Debit or Credit	What it is
Stripe payments	Debit	Payments taken through Stripe, less Stripe's fees (and GetSet's). They wait in a clearing account until Stripe pays them out to your bank.
Other payments	Debit	Cash, checks, wires, and any other payment you recorded by hand.
Stripe fees	Debit	The fees Stripe kept from your payments.
GetSet fees	Debit	The fees GetSet kept from the payments it collected for you. Only if you sell on the GetSet Marketplace.
Sales tax	Credit	Sales tax on the payments you received, one line per tax region.
Sales income	Credit	Everything you received, less sales tax.

A few things to know:

• Refunds and chargebacks come off the month they happen in.
• Write-offs are left out, because no money changed hands.
• Sales tax matches the cash basis Sales Tax Summary for the same month, except that the Sales Tax Summary includes write-offs.
• A line only appears when it has an amount. A month with no Stripe payments has no Stripe payments line.

Set up (once)

1. Create your accounts in QuickBooks

You'll need an account in QuickBooks for each line. You probably have some of them already. If not, create them in QuickBooks under Settings → Chart of accounts → New:

• Stripe Clearing: a Bank account. Your Stripe payments sit here until Stripe pays them out to your real bank account.
• Stripe Fees: an Expense account.
• GetSet Fees: an Expense account, if you sell on the GetSet Marketplace.
• Sales tax: the liability account where you track the sales tax you owe. Ask your accountant which one to use.
• Sales income: an Income account, e.g. Sales of Product Income.
• Other payments: the account your cash, checks and wires go to, e.g. Payments to deposit (formerly Undeposited Funds) or your checking account.

info

You can't use Accounts Receivable (A/R) or Accounts Payable (A/P) for any line. QuickBooks requires a customer or vendor on every A/R and A/P line, and the journal entry doesn't have one, so QuickBooks would reject the import.

2. Map your accounts in Propcart

Go to your Integration Settings and scroll to QuickBooks Integration.

1. Choose your QuickBooks date format: the one your QuickBooks company uses, under Settings → Account and settings → Advanced in QuickBooks.
2. If your chart of accounts shows a number before each account's name, turn on My QuickBooks uses account numbers and enter each account's number too.
3. For each line, enter the name of its QuickBooks account exactly as QuickBooks has it. For a sub-account, enter its parent's name, a colon, then its own name, e.g. Bank Charges:Stripe Fees.
4. Under Sales tax, every tax region uses your Sales tax account. To post a region's tax to a different account, enter it next to that region.
5. Click Save.

Import a month's journal entry

1. Go to your QuickBooks Journal Entry report. It shows last month by default.

2. Check the lines. Click any amount to see the payments that make it up, with links to their invoices and orders.

3. Click Menu → Export CSV File. If a line still needs an account, the report tells you which.

4. In QuickBooks, go to Settings → Import data → Journal entries (or + New → Journal entry → Import) and upload the file.

5. Click Next. On the mapping step, the columns are named the way QuickBooks expects, so they map themselves.

Click Next again, then Start import.

6. When Stripe pays out to your bank, record the deposit in QuickBooks as a transfer from Stripe Clearing to your bank account. Stripe Clearing then always shows the payments Stripe hasn't paid out yet.

That's it! Your sales, sales tax and fees now show up on your accounting reports, like your Profit and Loss report.

QuickBooks Desktop

QuickBooks Desktop imports journal entries from IIF files, not spreadsheets, so the report can download one of those too. It's the same journal entry with the same lines.

1. Set up your accounts the same way, in QuickBooks Desktop and in your Integration Settings. Enter each account's name exactly as QuickBooks Desktop has it. The IIF file uses account names only, so you don't need to enter account numbers.

2. On your QuickBooks Journal Entry report, click Menu → Export IIF File.

3. In QuickBooks Desktop, back up your company file first (File → Back Up Company).

4. Go to File → Utilities → Import → IIF Files, choose the file and follow the prompts.

caution

Check that every account name in your settings matches your QuickBooks Desktop chart of accounts exactly. If a name doesn't match, QuickBooks Desktop can create a new account with that name instead of using yours.

Things to know

Import each month once

Each month's journal entry has the same journal number every time, like PC-2026-09 for September 2026. If you import a month twice, QuickBooks warns you about the duplicate journal number, as long as Warn me if duplicate journal number is used is on under Settings → Account and settings → Advanced in QuickBooks.

Payments changed after you've imported a month

The report always reflects your payments as they are now. If a payment for a month you've already imported is added, edited, refunded or deleted later, the report for that month changes, but the journal entry in QuickBooks doesn't.

For example, a check received in March but entered in Propcart in April, with a March payment date, adds to March's report after you've already imported March.

To keep QuickBooks in step, either:

• add a small journal entry in QuickBooks for the difference, or
• delete the month's journal entry in QuickBooks (open it, then More → Delete) and import the month again.

It's easiest to finish entering a month's payments before you import it.

Stripe fees

The Stripe fees line uses the fee Stripe actually charged on each payment. For payments older than January 1st, 2026, Propcart only has an estimate of the fee. If the line doesn't match your Stripe statement for an older month, use Stripe's figure.

Business entities

If you use business entities, the journal entry includes the payments of all of them. Let us know if you need them separated.

caution

Again, this is not tax advice. Please confirm this method with your accountant.