Accounting: Connect to Quickbooks Online or Xero

Minimizing data entry while ensuring that your order data is synced to your accounting platform is a key part of how RoasterTools helps you streamline your workflow.  Your first step is connecting your platform.  In this article we'll go over how ot connect to Quickbooks Online or Xero.

Before You Begin

What You'll Need

• Admin access to your Accounting platform account
• A few minutes to complete the setup

What to Expect

• Initial sync: RoasterTools will connect to your accounting platform quickly - typically just a few minutes.  
• Ongoing syncs: Data syncs automatically in the background 

Connecting Quickbooks Online or Xero to RoasterTools

Step 1: Start the Integration

1. Click your name in the top right corner of RoasterTools
2. Click Integrations
3. Click Add an Integration → Accounting
4. Select Create a Connection next to Quickbooks Online or Xero

Step 2: Authorize Access

1. You'll be redirected to your accounting platforms’s login page
2. Log in with your accounting platform’s admin credentials
3. Select the organization you want to connect (if you have multiple)
4. Click Allow Access to authorize RoasterTools

Step 3: Verify the Connection

1. You'll be redirected back to RoasterTools
2. The integration status should show as Connected
3. Wait a few minutes for the initial sync to complete (can take up to a few hours for all customers and items to show up on the integration page) 
4. Check that your customers and items are appearing in RoasterTools

   1. Go to name > integrations > select the connection name > click on the customer tab to see if they've synced

      

Once you can see your customers, your accounting platform is now connected.  🥳

Next Steps: 

Before you can sync orders you have a few more steps to compelte:

1. Import your customers -> Overview here  
2. Set your preferences for exporting -> Overview here
3. Map customers and variants -> Overview here

Frequently Asked Questions

Connection & Setup

Q: Do I need to install anything?

A: No. You just log in and authorize access. There's no software to install.

Q: How long does the initial sync take?

A: Usually just a few minutes but can take longer - up to an hour or so. 

Ongoing Use

Q: Do I need to manually run syncs?

A: No. Data syncs automatically in the background. 

Q: How often does data sync?

A: Syncs happen automatically throughout the day. You don't need to manage sync frequency.

Q: What data syncs between RoasterTools and Xero?

A: Customers, items, invoices, and payments sync between the two systems.

Q: Does inventory sync to my accounting platform?

No we do not sync inventory