SeroPOS and QuickBooks, Online and Desktop

QuickBooks Desktop

SeroPOS works with QuickBooks Desktop 2021 or later, Pro, Premier or Enterprise, on Windows, through the QuickBooks Web Connector. The setup guide in the back office takes you through five steps: create the connection, download the connection file, add it to the Web Connector, enter the password and tick the every-minute schedule.

From then on, the Web Connector collects new records every minute. Products go across with their opening quantities, then customers, invoices, suppliers, purchases with supplier payments, and expenses. Choose one invoice per sale, or a day-end summary grouped by product or by category, and decide whether refunds go back right away or stay as a credit.

• Canadian edition: GST, HST, PST and QST
• US edition: sales tax items
• Per-sale invoices or day-end summaries
• Purchases, supplier payments and expenses

QuickBooks Online

QuickBooks Online is supported for Canadian companies. Connect from the QuickBooks dashboard in the back office and sign in to Intuit; SeroPOS then pushes customers, items, invoices, credit memos, payments and expenses every five minutes, using the tax codes and accounts you mapped.

Map each SeroPOS tax rate to a QuickBooks tax code once, and set the income, cost of goods, inventory, deposit and discount accounts, plus an item for each charge type such as tips or shipping. Expense categories map to accounts the same way. The sync runs one way, from SeroPOS into QuickBooks.

A setup wizard before anything syncs

Sync stays locked until you finish the first-time setup wizard, so nothing lands in your books by accident. Pick the case that fits: QuickBooks has my data, QuickBooks is new, or both have data. In the last case, items are matched by SKU and then name, and customers by name and then email.

Review every match before you approve it, unmatch anything that is wrong, and choose whether records that exist only in QuickBooks are created in SeroPOS or ignored. Set a cutover date, and anything dated before it never syncs, so your past periods stay as your accountant closed them.

Taxes built the way QuickBooks expects

On Desktop, Build my tax structure in QuickBooks creates the tax items, groups, codes and the tax agency for you. Tax rates are matched by rate, never by name, and you are warned if a rate in SeroPOS does not match the one in QuickBooks, which is where most sync problems start.

SeroPOS copies QuickBooks' own rounding of half cents, and when a total is off by a few cents it adds a Rounding correction line rather than failing the invoice. Your sales tax reports in QuickBooks then agree with the till.

Sync health you can check

The QuickBooks dashboard shows each connection with its queued, completed and failed counts. On Desktop, the Health tab groups whatever is holding the sync up by cause, runs a pre-flight check of mapped names against your QuickBooks lists, and retries failed records once the cause is fixed. Failure alerts arrive in the app and by email.

Inventory reconciliation reads stock levels from QuickBooks, nightly or on demand, shows any drift and corrects QuickBooks with inventory adjustments, treating SeroPOS as the source of truth.

Which plan includes QuickBooks

QuickBooks Desktop and Online are part of the Pro plan, at $50 a month, and are open on every new account during the 14-day free trial so you can test the sync with your own company file before you subscribe.

If you are moving away from QuickBooks Desktop instead, Import from QuickBooks reads your accounts, contacts, items and open invoices through a read-only connection, lets you check them, and then commits or undoes the import.