QuickBooks

Connect QuickBooks Online to Soundcheck so gig finances land in your books without retyping them. Each payout you send and each payment you collect becomes a matching QuickBooks entry for month-end reconciliation.

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What syncs

Soundcheck’s gig ledger (the running record of what a show pays out and takes in) is the source of truth that syncs to QuickBooks: Each synced entry carries a reference back to its Soundcheck ledger item, so you can trace any QuickBooks line to the gig it came from. Soundcheck also imports your QuickBooks chart of accounts during setup so entries land in the right accounts. Changing an unpaid payout or invoice updates its bill or invoice. Voiding one line of a sent gig invoice updates the QuickBooks invoice; voiding the whole invoice voids it in QuickBooks. Voiding removes the bill (bills cannot be voided in QuickBooks) or voids the invoice, expense or receipt; undoing a payment removes the bill payment or payment so the bill or invoice is open again.

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Before you start

• You need an owner or admin role in the Soundcheck organization.
• You need a QuickBooks Online account with permission to authorize a connected app.

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Connect QuickBooks

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Choose accounts and match people

After connecting, open the QuickBooks card on Settings → Connected apps → Integrations and click Configure. The settings page has an accounts card and a Vendors and Customers matching card:

• Paying bank account — where payout bill payments and expenses are paid from. Required before paid payouts can sync.
• Accounts payable, default expense account and default income account — used when a line item’s own account is not a QuickBooks account.
• Deposit account (optional) — where received invoice payments land; leave empty for Undeposited Funds.
• Invoice service item — the product/service used on invoice lines.
• Vendors and customers — each crew member, payee and client is matched to a QuickBooks vendor or customer with the same name, or created if none exists. You can pick a different QuickBooks record for anyone here.

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Check sync status

The Payouts and Invoices tabs on Finances show a QuickBooks badge on every row when you are connected: synced (with a link to the QuickBooks document), pending, failed (hover for the reason) or not synced. Use Sync now on a row, or Sync failed items in the QuickBooks strip above the table, after fixing the cause.

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Manage the connection

• Check status: the Integrations page shows whether QuickBooks is connected and since when.
• Disconnect: click Disconnect on the QuickBooks card and confirm. Future payouts and income stop syncing to QuickBooks. Anything already synced stays in QuickBooks untouched. You can reconnect at any time.

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Troubleshooting

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