What this integration can do

GrownBy's integration with Quickbooks Online (QBO) allows you to automatically sync GrownBy sales transactions with QBO. You can specify which part of a sales transaction goes into which QBO account, including options for:

  • Sales
  • User-specified product fees (ex: delivery fees)
  • Sales tax collected
  • Processing fees (i.e. the fees users are charged by GrownBy and by payment processors)

Once the GrownBy transactions have been added to your QBO account, you can match the transaction with payout transactions in QBO.

Two types of sync

GrownBy's integration with Quickbooks Online offers two options for syncing transactions.

Sync Platform Payouts:

If set to sync by platform payout, GrownBy will send a single journal entry to QBO each time a GrownBy payment processor issues a payout to your bank account. This option makes it easy to match the GrownBy sales entry with the payout income (which would show up in QBO through a banking integration) because the total amount of the GrownBy sync will equal the total amount of the payout. However, this option loses some of the transaction details that you may want to preserve (see below).

Sync Individual Orders:

If set to sync by individual order, GrownBy will send a journal entry to QBO for each GrownBy order. This option preserves transaction information such as the customer's name, which QBO uses to maintain historic sales-by-customer reports automatically. However, this option makes it more challenging to match each GrownBy entry to your payouts because the payouts are typically comprised of multiple orders. You can export GrownBy's payouts report to see which orders are associated with which payouts from any connected payment processor.

Setup

Setting up Quickbooks Online

To use GrownBy's integration with Quickbooks Online, you first need a Quickbooks Online account. The QBO account should be connected with the bank account(s) where payouts from GrownBy are deposited.

Before turning on GrownBy's QBO integration, you should create new subaccounts in your chart of accounts that are dedicated to receiving data from GrownBy. You will need to create the following accounts in your Chart of Accounts:

  1. An Income account. In this example, the new account is called GrownBy Sales and it is set to be a child of the Sales account.

  2. An Expense account or Cost of Goods Sold account. In this example, the new account is called GrownBy Processing Fees and it is set to be a cost of goods sold account. This account will be set to receive the fee amounts paid to Farm Generations and your chosen payment processors.

  3. Another income account. In this example, the account is named GrownBy Product Fees. This account will be set to receive any amounts charged to Fees by using GrownBy's Taxes and Fees feature. If you do not expect to collect product fees on GrownBy, you can omit this step and set the GrownBy fees to be exported to a generic Income or Other Income account.

  4. An Other Income account. In this example, the account is named Sales Tax Collected on GrownBy. This account will be set to receive any amounts charged to Taxes by using GrownBy's Taxes and Fees feature. If you do not expect to collect sales taxes on GrownBy, you can omit this step and set the GrownBy taxes to be exported to a generic Other Income account.

Now you are ready to connect GrownBy to your Quickbooks Online account!

Connect GrownBy to Quickbooks Online

Next, you'll navigate to the GrownBy Dashboard to set up the integration.

  1. Choose the Integrations option from the main menu, then select Login to Quickbooks.

    After clicking the button, the page will navigate to an Intuit webpage where you will log into your Quickbooks Online account.

  2. Select a sync mode.

    As discussed above, there are two ways that GrownBy can export transaction information to QBO: either per payout or per order. Re-read the descriptions of each option, above. If you are still uncertain, contact our support team for guidance.

  3. Next, specify the accounts from your QBO chart of accounts where each part of your GrownBy transactions should be exported.

    • Sales should go to the new income account that you created, above.
    • Bank should go to the bank account where you receive GrownBy payouts.
    • Product Fees should go to the new income or other income account where you track non-tax fees added to GrownBy sales, if applicable.
    • Tax Fees should go to the other income account where you track taxes added to GrownBy sales, if applicable.
    • Processing Fees should go to the new expense or COGS account that you created, above, to track payment processor and co-op fees on your GrownBy sales.

  4. Finally, you can choose a past period for syncing existing GrownBy transactions.

Once set to sync with QBO, GrownBy will send transaction information to QBO whenever an admin selects Sync Now. You can choose a date range to sync up to the current day.