QuickBooks Online
JewelTrak and QuickBooks stay in step in both directions:
- Invoices go out. When you finalize an invoice it’s sent to QuickBooks automatically — you don’t press anything.
- Payments come back. A payment you record in QuickBooks is pulled into JewelTrak within the hour, applied to the invoice, and the invoice settles itself.
The point of the second half is that a payment is only ever entered once. If you do your money in QuickBooks, carry on doing it there. JewelTrak will still show the right balance when a customer rings up and asks what they owe.
Setting it up
Three steps, in this order. Nothing syncs until the first two are done.
1 · Connect the store
Settings → Stores → your store → QuickBooks → Connect QuickBooks. You’ll sign in to Intuit and approve access. One QuickBooks company per store.
2 · Set the cutover date
This is the line between history and the period the sync is responsible for.
Invoices dated before the cutover are never sent to QuickBooks. That’s deliberate: your books already contain that history, and sending it again would duplicate your receivables — the single most damaging thing an accounting integration can do.
Pick the date you’re going live and press Preview. JewelTrak tells you how many open invoices sit before that line and what they add up to.
Closing the old ones
If you’re switching from another system, you may have a lot of invoices sitting Open in JewelTrak that were actually settled in QuickBooks years ago — JewelTrak just never held those payments.
Ticking Also close those invoices marks each one settled outside JewelTrak. They leave your open-invoice list and your receivables report.
They are not marked Paid. JewelTrak never held those payments, so it won’t claim it did — the invoice still reads Unpaid, and it’s flagged as closed outside the system instead. That way no report can mistake a line you drew for money anyone counted.
You can also set the cutover without closing anything, and deal with the old invoices separately.
3 · Sales tax
QuickBooks always works out sales tax itself. It will not accept a tax figure from JewelTrak — whatever you charge on the invoice here, QuickBooks recalculates from its own setup. That isn’t something either system lets you turn off.
So JewelTrak checks. An invoice is only sent if the tax QuickBooks charges matches to the penny the tax printed on the customer’s invoice. If they disagree, nothing is posted and the invoice waits for you under Sync health, saying what each side worked out.
This matters more than it sounds. Your customer holds an invoice with one tax figure on it; your books would show another. Rather than quietly post a different number, JewelTrak stops and tells you.
Press Check my QuickBooks tax setup. There are two kinds of QuickBooks company and it tells you which you have:
- Automated Sales Tax — Intuit works out the rate from the address on the sale and maintains the rules for you, including capped county surtaxes. Most QuickBooks companies created since 2018 are on this.
- Manually-set tax rates — the rate is whatever your QuickBooks tax code says, and it has to match the rate on your store in JewelTrak.
Then pick the tax code your sales belong to. Leave it on Use the company default unless your accountant has set up more than one.
If your store charges a capped surtax — a county rate that only applies to the first few thousand dollars, as in Florida — and your QuickBooks company is on manually-set rates, it can’t be matched. QuickBooks’ manual tax rates have no cap, so on a sale above the threshold it charges more tax than JewelTrak and the invoice won’t send. Ask your accountant about moving the company to Automated Sales Tax, which handles capped surtaxes properly.
4 · Match your customers
This is the step that solves the name problem.
Your QuickBooks might know a customer as “xyz, LLC” while JewelTrak calls them “xyz”. That’s fine, and you don’t have to rename anything in either system. You just have to tell JewelTrak, once, that those two records are the same customer. After that they can stay called different things forever.
Press Scan for matches. JewelTrak reads your QuickBooks customer list and sorts them into two piles:
- Certain matches — the same email address, or the same name once “LLC”, “Inc”, “Corp” and punctuation are ignored. Press the button and they’re all linked at once.
- Everything else — shown one per row with the closest QuickBooks customers beside it. Tap the right one, or press + New in QuickBooks if this really is somebody your books have never seen.
JewelTrak only links automatically when there’s exactly one possible answer. If two QuickBooks customers both look right — “Smith Jewelers” and “Smith Jewelry” — it asks you, because linking the wrong one merges two customers’ balances and that’s painful to unpick later.
Wrong match? Open the customer in JewelTrak and press Unlink QB. That forgets the link only; nothing in QuickBooks is changed. Then match them again.
Day to day
Once it’s set up there’s nothing to do.
| What you do | What happens |
|---|---|
| Finalize an invoice | It appears in QuickBooks, with its lines, tax and freight — as long as the tax agrees |
| Take a payment in JewelTrak | It’s pushed to QuickBooks against that invoice |
| Record a payment in QuickBooks | It’s pulled into JewelTrak within the hour and the invoice settles |
| Invoice reaches a zero balance | It finalizes itself, whichever side the payment came from |
A payment can’t end up counted twice. JewelTrak records which QuickBooks payment each one is, so it never re-imports a payment it sent out, and never imports the same one twice.
Payments recorded in QuickBooks against invoices JewelTrak doesn’t know about — anything you bill straight out of QuickBooks — are left alone.
When something doesn’t sync
Settings → Integrations → QuickBooks → Sync health shows anything waiting or stuck. The sync retries on its own every hour; after five failures it stops and asks for you, with the reason QuickBooks gave.
The usual causes:
- “This customer is not linked to QuickBooks yet.” Run the customer match, or link that one customer. JewelTrak won’t create a duplicate customer to get around it.
- “No Income account found in QuickBooks.” Add an income account (e.g. “Sales”) in QuickBooks, then press Try again.
- “Sales tax disagreement.” QuickBooks worked out a different tax to JewelTrak. The message shows both figures. Bring the two rates into line — usually the store’s tax rate in JewelTrak, or the tax code picked in step 3 — then press Try again. Nothing was posted, so there’s nothing to undo in QuickBooks.
- “QuickBooks recorded NO sales tax on a taxable sale.” Usually means no tax code is set for the store. Run Check my QuickBooks tax setup in step 3 and pick one.
- Your connection expired. Reconnect from Settings → Stores → your store → QuickBooks.
Press Try again on any failed invoice once you’ve fixed the cause.
What isn’t synced
- Voids. Voiding an invoice in JewelTrak does not void it in QuickBooks. JewelTrak releases the stock and drops the invoice from receivables; QuickBooks keeps the invoice, the revenue, the receivable and the sales tax on it. Void it in QuickBooks by hand as well — a voided invoice that reached QuickBooks says ”⚠ Still open in QuickBooks” at the top of the invoice screen so you can tell which ones need it.
- Invoices dated before your cutover. By design — see above.
- Refunds and negative payments. A credit memo is created for the negative lines of a mixed invoice, but refund payments are left for you to record in QuickBooks.
- Anything from before you connected, in either direction.