How to Connect QuickBooks Online to Resyrv

Resyrv pushes your member-billing activity into QuickBooks Online automatically: every charge, payment, credit, refund, and void posts as a balanced journal entry, tagged with a reference so your bookkeeper can trace any line back to the source. Here's how to connect it and what happens after you do.

1. Before you start

• You need the accounting.sync_manage permission in Resyrv (owners and admins have it by default).
• You need admin access to your QuickBooks Online company.
• One connection per organization. If you run multiple orgs, each connects separately.

2. Step 1: Connect

Go to Settings → Accounting Sync, and click Connect QuickBooks on the QuickBooks Online card. You'll be redirected to Intuit to sign in and pick your company. When you approve, you land back in Resyrv with the connection live.

3. Step 2: Let auto-setup do its thing

Right after connecting, Resyrv prepares your books automatically:

• Creates a small set of clearing accounts in your chart of accounts: "Resyrv Member Receivables" (so your real A/R stays untouched, no per-customer setup needed), "Resyrv Sales Tax Payable", and a payment clearing account.
• Maps every Resyrv charge category (rental, dues, instruction, fuel, fees…) to a matching income account in your books, picked by account type.
• Anything it can't confidently map is flagged on the Accounting Sync page so you can finish it in one pass.

4. Step 3: Review the chart of accounts mapping

The mapping table lives right on the Accounting Sync page. Every category shows a dropdown of your real QuickBooks accounts, pulled live from your company, plus a tax-code dropdown fed by your actual QuickBooks tax codes. Change anything you like; your bookkeeper's customizations are never overwritten.

5. Step 4: Choose your sync settings

• Sync automatically every night: on by default. Turn it off to sync only when you click Sync now.
• Don't sync entries before: set a start date if your books already contain history from before you adopted Resyrv, so nothing double-posts.
• Tag journal lines with location: if you use QuickBooks locations (departments), Resyrv tags each revenue line with the matching location by name.

6. How entries post

• Charges debit Member Receivables and credit the mapped income account, with tax going to the sales-tax account.
• Payments debit Payment Clearing and relieve Member Receivables. Your bookkeeper reconciles bank deposits against Payment Clearing.
• Voids and refunds post as their own correcting entries. Nothing in your books is ever edited or deleted.
• Every entry syncs exactly once, with an LE- reference in the DocNumber. Reconnecting later never re-pushes history.

7. Troubleshooting

• Reconnect needed: QuickBooks tokens expire after long inactivity; click Reconnect and sign in again. History is preserved.
• Categories need mapping: the yellow callout lists exactly which categories block syncing; map them and click Sync now.
• Every run is recorded in the Sync history table with per-entry error detail, and the Accounting Sync Report shows synced-vs-pending by month.