Sync Clover Sales to QuickBooks Desktop!

September 1, 2016

Vijay Brihmadesam

Setting up your sales in QuickBooks Desktop from Clover should take about 30 minutes to complete. There are four sections to complete:

  1. Connect your Clover account (5 minutes)
  2. Setup your QuickBooks Accounts (15 minutes)
  3. Connect billSync to QuickBooks (5 minutes)
  4. Map your Clover categories/items to QuickBooks (5 minutes)

Connecting your Clover account is quick and easy.

  1. Login at clover.com.

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  2. Find the App Store and click on it.

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  3. Search for “QuickBooks Sync”.

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  4. Click on the app.

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    Screen Shot 2016-09-01 at 5.39.49 PM
  5. Install the app.

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  6. Go back to your dashboard and launch the app.

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  7. Follow directions on the screen to setup your account with billSync.

Get your QuickBooks Ready

Then you need to make sure you QuickBooks is ready to accept your sales from Clover.

  1. Open your QuickBooks Company File.
  2. On the far left choose Chart of Accounts.

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    Items window open 2
  3. Click Account in the bottom part of the window that just opened and choose new.

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    Account chart of accounts
  4. Choose Income from Category Type and click continue.

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    choose income
  5. In the name field fill in Sales of Product Income.

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    Save and new
  6. Under tax-line mapping choose Non tax related.

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    not tax related
  7. Click Save and Close.

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    Save and new
  8. Repeat for each row of the table below.
  9. Category Type Name
    Income Sale of Product Income
    Income Discounts/Refunds Given
    Bank Credit Cards Pending Deposits
    Bank Cash on Hand/Safe
    Bank Any Other Manual Tenders, such as catering
    Other Account Types – Other Current Liability Sales Tax Collected
    Other Account Types – Other Current Liability Gift Certificate Outstanding
    Other Account Types – Other Current Liability Tip Payable
    Other Account Types – Other Current Liability Sales Tax Payable
  10. Now you are done with the chart of accounts its time to create the items. In the same area where the chart of accounts was click Items and Services

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    Items window open 2
  11. Choose Item and the New.

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    Add new item
  12. Set the type to “Non-Inventory Part”.

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    change to non-inventory
  13. For the Name type in Food Sales.

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    Web Services
  14. For Tax Code choose Non Non Taxable Sales.

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    Web Services
  15. Scroll to the bottom and for theAccount choose Sale of Product Income and click save.

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    Sale of Product Income
  16. repeat for the items below!

    Name Income Account
    Food Sales Sale of Product Income
    Catering Sales Sale of Product Income
    Beverage Sales Sale of Product Income
    Alcoholic Beverage Sales Sale of Product Income
    Gift Certificate Sold Gift Certificate Sold
    Sales Tax Collected Sales Tax Payable
    Tips Collected Tips Payable
    Mastarcard/Visa Credit Cards Pending Deposits
    AMEX Credit Cards Pending Deposits
    Cash Cash on Hand/Safe
    Any Other Manual Tenders, such as catering Any Other Manual Tenders, such as catering
  17. Phew, you are all set on the QuickBooks front. Now a couple of easy steps and you will be good to go!

Connect billSync to QuickBooks Desktop should we quick.

  1. Login to your billSync account and go to the top right corner and click on the gear icon, then click accounting.

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  2. Click connect to Quickbooks Desktop.

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  3. Type in any password. You will need to use in about 2 minuites

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  4. Open QuickBooks and make sure the company you want to connect billSync to is open.
  5. Then open QuickBooks Web Connect. Some times this is located within QuickBooks Desktop by going to File -> Update WebServices

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  6. Click add application and pick the billSync file you just downloaded.

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  7. Accept the agreement.

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  8. Give billSync access to sync bills. We recommend picking this option: Yes, always; allow access even if QuickBooks is not running.

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  9. Type in your password (the one you set in step 3), click save password, check the box next to the application, now click update selected for the first time (this time we are just pulling your company name to make sure we only sync to that company in the future), do this 1 more time to get the initial setup completed. The second time we are pulling your chart of accounts so that way you can set the defaults on billSync.

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  10. Stay on this page for the next set of steps.

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Last step is mapping your categories from Clover to QuickBooks

  1. Click edit on under Clover Bill Management.

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  2. Now choose a default item for your catagories and tenders. We recommend choosing Food Sales for Categories, and Cash On Hand/Safe for tenders. These will only be used when a new catagorey or tender is created. You can always come back in and change it here if you need to.

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  3. For each category from clover choose an item from QuickBooks.

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  4. Do the same for tenders.

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  5. Click save and you are all set!

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Once you have synced sales to QuickBooks you can see them in the customer center

  1. Open QuickBooks Desktop and select customers on the top bar

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    customer-center
  2. Find the Clover POS customer and you will see the sales reciepts on the right side

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    sales-report
  3. Click into a reciept to see the details

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