Most shops use QuickBooks for accounting and bookkeeping. Re-keying every SalesThumb invoice into QuickBooks is a nightmare. The QuickBooks Online export keeps the books in sync without manual entry.
What gets exported
- Invoices — every paid invoice in SalesThumb pushes to QuickBooks as a Sales Receipt or Invoice (configurable)
- Payments — payment method + amount + processing fees
- Deposits — Stripe payouts land as bank deposits in QuickBooks, matched to the SalesThumb invoices they cover
- Customers — first-time customers create matching Customer records in QuickBooks
- Refunds + credits — reversal entries push to QuickBooks
What doesn't export
- Quotes (only paid invoices export)
- Estimates that didn't close
- Internal notes (kept in SalesThumb, not pushed)
Step 1 — Connect QuickBooks Online
Settings → Integrations → QuickBooks Online → Connect. OAuth flow. Pick the QuickBooks company file to link.
Step 2 — Map your service catalog to QuickBooks income accounts
The biggest setup step. In QuickBooks, your chart of accounts typically has income categories like:
- 4000 — Tint revenue
- 4010 — PPF revenue
- 4020 — Ceramic revenue
- 4030 — Detail revenue
- 4040 — Add-on revenue
For each SalesThumb service, pick which income account it maps to. Settings → Integrations → QuickBooks Online → Service mapping.
Take 30 minutes once and it's done forever. New services need mapping when you add them, but the existing catalog is one-and-done.
Step 3 — Map payment methods
Cash, check, Stripe (card), ACH each need a QuickBooks deposit account:
- Cash → Undeposited funds → Bank
- Check → Undeposited funds → Bank
- Stripe → Stripe clearing → Bank (matches the Stripe payout cycle)
Step 4 — Choose export cadence
- Real-time — invoices push immediately on payment. Best for shops with rolling close.
- Daily — nightly batch. Default. Reduces QuickBooks API noise.
- Manual — push on demand via "Export now" button. Useful for monthly-close shops.
Most shops use daily.
Step 5 — Reconcile your first month
The first month after connecting, reconcile carefully:
- Total SalesThumb revenue for the month = total exported to QuickBooks
- Stripe payouts in QuickBooks = sum of Stripe-paid invoices in SalesThumb
- Refunds match
After month one, you can trust the export and skip the deep reconciliation.
Common questions
What about historical data? The integration starts from the connect date forward. Historical SalesThumb data doesn't backfill into QuickBooks. If you need it there, manually enter the totals as journal entries or run a one-time CSV import in QuickBooks.
What if QuickBooks has a different chart of accounts? Adjust the service mapping. The integration is flexible — it doesn't require any specific QuickBooks structure.
What about sales tax? SalesThumb collects sales tax at quote time if you've configured tax rates. The exported invoice in QuickBooks shows the tax as a line item, mapped to your configured QuickBooks sales tax liability account.