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QuickBooks integration

Use the Financial Interface module to integrate RMS with QuickBooks, enabling a seamless financial data transfer.

 

Overview

QuickBooks is a widely used accounting software available in two formats:

  • Desktop (self-hosted)

  • Online (cloud-based)

QuickBooks supports both Accrual and Cash Accounting methods for properties using RMS.

The version of QuickBooks in use (Desktop or Online) will determine the available integration options and features within RMS.

⚠ Important: Connecting to Quickbooks in RMS requires the Financial Interfaces module. Log a Support Ticket for the financial interface to be set to the correct QuickBooks system type.
✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

 

 

 

Setup

  • General Ledger Account Codes (GL Acc Code) in RMS must align with the naming conventions used in QuickBooks to ensure accurate data mapping during financial exports.

  • The Control Account is utilised in financial exports:

 

Class Tracking

QuickBooks offers an optional Class Tracking feature that allows you to segment and track account balances by department, business office, or location. This can be configured in RMS to be included in the financial export data.

 

Financial Interface Mapping

Accrual Accounting Single Date Ledger Movements

In the side menu of RMS, go to Setup > Accounting > Financial Interface.

  1. Navigate to the Mapping menu.
  2. Enter the GL Account Codes and Descriptions in the Advances Ledger section.
  3. Enter the GL Account Codes and Descriptions in the Guest Ledger section.

  4. Enter the GL Account Codes and Descriptions in the City Ledger section.
    RMS Financial Interface Mapping screen showing Advances Ledger, Guest Ledger, and City Ledger sections populated with GL Account Codes and Descriptions, plus an optional Tax Collected GL Account Code for inclusive tax properties.

    ★ Hint: For more information on Ledger Movements, review the Night Audit Report.
  5. Enter a GL Account Code & Description in the Tax Collected section (optional). 
⚠ Important: The Tax Collected section is used for properties configured with Inclusive Tax settings.

  1. Select Save.
    RMS Financial Interface Mapping window with the ledger mapping fields completed and the Save button highlighted to store the GL Account Code configuration for QuickBooks exports.

     

  2. Navigate to the Receipts menu.
  3. Enter the GL Account Codes and Descriptions for the Receipt Types.

  4. Select Save.
    RMS Financial Interface Receipts tab listing Receipt Types with corresponding GL Account Codes and Descriptions entered, and the Save button selected to apply the receipt mapping.

     

  5. Navigate to the Credit Card menu.
  6. Enter the GL Account Codes and Descriptions for the Credit Card Types.
  7. Enter the GL Account Codes and Descriptions for the EFTPOS Card Types.

  8. Select Save.
    RMS Financial Interface Credit Card tab showing Credit Card Types and EFTPOS Card Types each with assigned GL Account Codes and Descriptions, with the Save button clicked to confirm the payment method mapping.

     

Accrual Accounting Date Range Offset Account

In the side menu of RMS, go to Setup > Accounting > Financial Interface.

  1. Navigate to the Mapping menu.
  2. Enter a GL Account Code and Description in the Tax Collected section (optional). 
⚠ Important: The Tax Collected section is used for properties configured with Inclusive Tax settings.
  1. Enter the Offset GL Account Code in the Control Account section.

  2. Select Save.
    RMS Financial Interface Mapping screen displaying an optional Tax Collected GL Account Code for inclusive tax properties and a Control Account field populated with the Offset GL Account Code used for date-range accrual exports, with Save selected.

     

  3. Navigate to the Receipts menu.
  4. Enter the GL Account Codes and Descriptions for the Receipt Types.

  5. Select Save.
    RMS Financial Interface Receipts tab listing Receipt Types and their mapped GL Account Codes and Descriptions for accrual date-range exports, with the Save button highlighted.

     

  6. Navigate to the Credit Card menu.
  7. Enter the GL Account Codes and Descriptions for the Credit Card Types.
  8. Enter the GL Account Codes and Descriptions for the EFTPOS Card Types.

  9. Select Save.
    RMS Financial Interface Credit Card tab showing GL Account Codes and Descriptions entered for each Credit Card Type and EFTPOS Card Type, with Save clicked to apply the mapping for QuickBooks.

     

Cash Accounting

In the side menu of RMS, go to Setup > Accounting > Financial Interface.

  1. Navigate to the Mapping menu.
  2. Enter a GL Account Code and Description in the Tax Collected section (optional). 
⚠ Important: The Tax Collected section is used for properties configured with Inclusive Tax settings.
  1. Enter the Offset GL Account Code in the Control Account section.

  2. Select Save.
    RMS Financial Interface Mapping screen for Cash Accounting with an optional Tax Collected GL Account Code for inclusive tax and a Control Account Offset GL Account Code entered, ready to be used in cash-basis exports, with Save selected.

     

  3. Navigate to the Receipts menu.
  4. Enter the GL Account Codes and Descriptions for the Receipt Types.

  5. Select Save.
    RMS Financial Interface Receipts tab showing Receipt Types mapped to GL Account Codes and Descriptions specifically for cash-basis exports, with the Save button pressed.

     

  6. Navigate to the Credit Card menu.
  7. Enter the GL Account Codes and Descriptions for the Credit Card Types.
  8. Enter the GL Account Codes and Descriptions for the EFTPOS Card Types.
  9. Select Save.
    RMS Financial Interface Credit Card tab listing Credit Card Types and EFTPOS Card Types with their GL Account Codes and Descriptions completed for cash accounting, and Save selected to confirm.
★ Tip: Optional Step: Set up QuickBooks Class Tracking to categorize transactions by department, location, or business unit.

 

Connecting QuickBooks Online

QuickBooks Online requires an extra step to finalise the connection with RMS and ensure the integration is fully established.

  1. Select the Connect icon.
    RMS Financial Interface QuickBooks Online configuration screen showing a Connect button or link used to initiate the connection between RMS and QuickBooks Online.

     

  2. Log into the Property's QuickBooks Online account.
    QuickBooks Online sign-in page prompting for Intuit username and password to authorise the RMS integration.

     

  3. Choose the Security Verification method.
    QuickBooks Online security verification screen showing options for multi-factor authentication, such as receiving a code via text or email, before allowing RMS to connect.

     

  4. Select the Company (Property) to connect to.
    QuickBooks Online authorisation screen listing available QuickBooks companies with one company selected as the entity to be linked to the RMS financial interface.

     

  5. Authorise the connection.
    QuickBooks Online permission screen showing the data access RMS is requesting, with an Authorize or Connect button highlighted to confirm the integration.

     

  6. Select Ok.
    QuickBooks Online confirmation message indicating that the connection to RMS has been successfully authorised, with an OK button clicked to close the dialog.

     

  7. Select Save/Exit.
    RMS Financial Interface QuickBooks Online settings screen showing the connection status as connected for the selected company, with Save/Exit selected to finalise the setup.

 

Financial Interface Utility

The Financial Interface Utility will either generate a file for import into QuickBooks Desktop or transmit the data directly to QuickBooks Online, based on the selected date.

 

QuickBooks Desktop

In the side menu of RMS, go to Utilities > Financial Interface.

  1. Select the Export Option.
  2. Choose the Date.
  3. Select Build.
    RMS Financial Interface utility window for QuickBooks Desktop with Export Option set to Ledger Movements (Single Date), a single date selected, and the Build button clicked to generate an export file.RMS Financial Interface utility for QuickBooks Desktop with Export Option set to Offset Account (Date Range), start and end dates entered, and Build selected to create the financial export file for import into QuickBooks Desktop.
⚠ Important: Once generated by RMS, the financial export file will be automatically downloaded and can then be imported into the QuickBooks Desktop application.

 

QuickBooks Online

In the side menu of RMS, go to Utilities > Financial Interface.

  1. Select the Export Option.
  2. Choose the Date.
  3. Select Build.
    RMS Financial Interface utility screen configured for QuickBooks Online with Export Option set to Ledger Movements (Single Date), a date chosen, and Build clicked to transmit the day’s financial data to QuickBooks Online.RMS Financial Interface utility for QuickBooks Online with Export Option set to Offset Account (Date Range), a date range entered, and Build selected to send the summarized offset-account financial data for that period to QuickBooks Online.
⚠ Important: By clicking ‘Build,’ the financial data for the specified date will be transferred to QuickBooks Online.

 

 

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