Quickbooks Connection

Quickbooks is a smart and simple cloud-based accounting software that allows users to send journals for each invoice created on RoomRaccoon. If you are using the QuickBooks accounting software, RoomRaccoon PMS can automatically export invoices into your QuickBooks account.

How to connect to Quickbooks

1. You will be sent an authorisation link or you can access it here. 

2. Click on this link and it will redirect you to Quickbooks.

3. Confirm that you want to approve this connection.

4. Add all Ledgers in RoomRaccoon.

5. For each ledger you add, you must also add the applicable VAT code.

Checked-Out

RoomRaccoon PMS sends the invoices to QuickBooks of all the newly checked-out bookings. This means a booking needs to have the status checked-out for so that the invoice is finalised and no additional charges may be added.

As soon as a booking receives the status checked-out, an unique invoice number is assigned which will be added as a reference into your QuickBooks account.

Fully Paid

A guest can check out in the morning however the invoice will be paid by the company a week after the guests stay. Even though the status is checked out the invoice will not be exported to Quickbooks as the bill needs to be fully paid first.

When you receive a settlement of an invoice by bank transfer, make sure to add it to the reservation.

We need you to provide the following 

• Environment (eg SMEs)

• Administration (eg BV140201)

• Diary (eg KASRR)

• Profit / loss account (eg 1001)

• Ledger account accommodation (eg 8010)

• Ledger account payments (eg 1301, or per RR payment method a separate account)

• List of ledger accounts that can be set per payment method. The payments are then posted

• Ledger account for tourist tax (eg 1640)

• VAT code for lodging (eg VL)

• List of ledger accounts that can be set per add-on with per item Name, Ledger account, VAT percentage & VAT code.

Good to know

• Please be aware that if you click the link for authentication, you will be billed for the connection.

• RoomRaccoon exports the invoices to your QuickBooks account every night.

• Quickbooks works with various payment methods including Amex, Mastercard, Visa and gift cards.

• Payment ledgers are not mandatory however we need to have at least one payment ledger.

• We need one sales ledger that is named “other” to capture the unallocated items