Seamlessly synchronize invoices and transactions from Spacebring with QuickBooks Online to automate revenue accounting management.
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Connect QuickBooks Online
Prerequisites
Have an active Spacebring subscription with an Essential or higher plan and QuickBooks Online account to integrate it with Spacebring.
Create the relevant service in your QuickBooks Online account to which invoices and invoice payments from Spacebring should synchronize.
Set a tax in your QuickBooks account:
For US-based accounts: Set the tax regardless of the tax rate in Spacebring. The exact tax rate is not passed to QBO from Spacebring and is defined by your QBO settings.
For non-US-based accounts: Set the tax rate to match the one you have in your location. Manage taxes
Invoices and transactions with a tax rate that does not match the tax set in your QuickBooks account will not synchronize for non-US-based accounts.
To connect the QuickBooks Online integration, open Spacebring and do the following:
Go to the Integrations page by pressing the menu (...) next to the location's name.
Find QuickBooks Online integration page > press
Connect.Log in to your Intuit account and connect the company where to sync invoices and transactions.
Select the same QuickBooks Online organization in the "Organization" dropdown.
Select the service in your QuickBooks Online account to which invoices and invoice payments from Spacebring should synchronize in the "Service" dropdown.
Transactions synchronize to the "Sales" service by default.
If no service is selected in the "Service" dropdown, the integration connection is incomplete and invoices and invoice payments will not synchronize to QuickBooks Online.
5. Keep "Invoices" and "Transactions" switches on to synchronize both invoices and transactions from Spacebring to QuickBooks.
How invoices are synced to QuickBooks Online
The integration automatically and in real time sends all newly issued invoices to QuickBooks Online with the relevant invoice status.
If the invoice status changes in Spacebring, it's also automatically reflected in QuickBooks Online.
Once the invoice status changes to "Paid", a corresponding payment for it is created.
If the invoice is marked as "Paid externally", it's synced to QuickBooks Online and reflects a "Paid" status.
What data is synchronized
The integration completes and matches QuickBooks Online invoices with the data available in Spacebring:
QuickBooks Online | Company | User |
Customer | Name | Name |
Customer email | - | - |
Invoice date | ✓ | ✓ |
Due date | ✓ | ✓ |
Invoice no. | ✓ | ✓ |
Service | The one you selected in the "Service" dropdown upon integration connection | The one you selected in the "Service" dropdown upon integration connection |
Description | Invoice item name in Spacebring | Invoice item name in Spacebring |
Qty | ✓ | ✓ |
Rate | ✓ | ✓ |
Amount | ✓ | ✓ |
Tax | Non-US-based account: ✓ US-based account: "Yes" if tax is applied in Spacebring. The exact tax rate is not passed to QBO from Spacebring and is defined by your QBO settings. | Non-US-based account: ✓ US-based account: "Yes" if tax is applied in Spacebring. The exact tax rate is not passed to QBO from Spacebring and is defined by your QBO settings. |
Attachment | Invoice PDF | Invoice PDF |
Status | ✓ | ✓ |
Example of the invoice in Spacebring:
Example of the invoice synchronized to QuickBooks Online:
How invoice statuses and invoice payments are synchronized
The integration syncs the following invoice statuses to QuickBooks Online:
Invoice status in Spacebring | The relevant status in QuickBooks Online |
Unpaid | Due |
Paid | Paid in full |
Voided | Voided |
The invoice status in Spacebring:
The status of the synced invoice in QuickBooks Online:
The payment created for each invoice with the "paid" status:
Notes
If the invoice paid initially with Stripe has been disputed and the invoice status automatically changed from "Paid" to "Unpaid," the invoice status in QuickBooks Online cannot be edited. You can manage disputed payments via Spacebring and request the customer pay for the invoice again. To learn about how to manage the disputed invoices in QuickBooks Online, contact their support.
If you received an error message stating that QuickBooks Online failed to sync an invoice, refer to our article that describes why the error appeared and the necessary steps to follow.
How transactions are synced to QuickBooks Online
The integration automatically and in real time sends all new successfully paid transactions to QuickBooks Online as "Sales Receipts."
If the booking was made with the "External" payment method in Spacebring, it's not synced to QuickBooks Online as a paid transaction.
What data is synchronized
The integration completes and matches QuickBooks Online sales receipts with the data available in Spacebring:
QuickBooks Online | Company | User |
Customer | Name | Name |
Customer email | - | - |
Sales receipt date | Transaction date | Transaction date |
Service | "Sales" | "Sales" |
Description | Transaction name in Spacebring | Transaction name in Spacebring |
Qty | ✓ | ✓ |
Rate | ✓ | ✓ |
Amount | ✓ | ✓ |
Tax | Non-US-based account: ✓ US-based account: "Yes" if tax is applied in Spacebring. The exact tax rate is not passed to QBO from Spacebring and is defined by your QBO settings. | Non-US-based account: ✓ US-based account: "Yes" if tax is applied in Spacebring. The exact tax rate is not passed to QBO from Spacebring and is defined by your QBO settings. |
Attachment | Receipt PDF | Receipt PDF |
Status | Paid | Paid |
Example of the transaction in Spacebring:
Example of the sales receipt synchronized to QuickBooks Online:
Notes
If the booking or purchase was canceled and payment was auto-refunded through Spacebring, the transaction status and the transaction for a refund do not synchronize to QuickBooks Online. To learn how to handle refunded transactions in QuickBooks Online, contact their support.
Using this integration is only available on specific plans.