QuickBooks Online and Stageworks

Stageworks can send your sales, refunds, fees and card deposits to QuickBooks Online. When you're ready to set it up, the two guides at the end walk you through it.

How it works

First, you connect your QuickBooks company and tell Stageworks which QuickBooks account or product each kind of money goes to: ticket sales, donations, Stageworks' fees, patron credit and so on. That's called mapping your accounts. If a later sync needs something you haven't mapped, Stageworks asks.

Then you sync. A sync sends monthly totals of your sales for each event series and program, along with refunds, fees, discounts and patron credit. Before anything is sent, you'll see a preview of every transaction.

Card payments go through a clearing account, an account with the type Bank that you create in QuickBooks just for Stageworks. It holds card payments from the sale until they're deposited in your bank. Each card deposit goes in as its own transfer from the clearing account to your bank account, dated the day it arrived. Cash, check and other payments wait in Undeposited Funds until you deposit them and record the deposit in QuickBooks.

Stageworks only syncs when you start one. On your first sync you choose a start date, and after that each sync picks up the day after the last one ended. Everything it sends has "Synced from Stageworks" in its note, so it's easy to find in QuickBooks.

Owners and admins can do all of this. If your bookkeeper will handle it, give them a custom role with Manage integrations and Manage QuickBooks integration.

A few things to know

Get started

First, Connect QuickBooks Online and map your accounts. If you have a bookkeeper, it's a good one to do together.

Then Sync your sales to QuickBooks Online to start your first sync and learn how to check, retry or undo one.

Questions along the way? Email us at support@stageworks.com. We're happy to help.