Syncing Quickbooks with Cloudbeds PMS

Things to consider about syncing to QuickBooks

• Once activated, the integration begins capturing transactions for syncing with QuickBooks. During the initial sync, it processes transactions posted after the integration was added.
• Syncing data to QuickBooks must be done manually by clicking the Sync to QuickBooks button whenever you want to reconcile transactions between Cloudbeds and QuickBooks.
• Only sync data to QuickBooks when you intend to reconcile accounts. If you reconcile daily, sync daily; if weekly or monthly, sync accordingly.
• For each date not previously synced, a journal entry will be generated containing all transactions from that day. For example, if you press the sync button after seven days, the integration will create seven journal entries in QuickBooks — one for each day’s transactions.

Reviewing synced transactions

1. To check the sync status with QuickBooks, click the Sync History tab on the Accounting → QuickBooks page.
2. The status shows whether the sync succeeded or failed, and how many transactions were processed.
3. Failed syncs may appear in two ways:
   • “Failed - Please try again”: Usually caused by temporary communication issues. Retry the sync; if it still fails, contact our support team.

“Failed - Transaction Date before close date” means that transactions were recorded in Cloudbeds for a date that has already been closed in QuickBooks. These are marked as processed in Cloudbeds and won’t be re-synced. You can click the three dots at the end to export a list of these unsynced transactions.

4. To export transactions for reconciliation, click the three dots at the end of the row. You can export the information in either Summary or Detailed format:
   • Detailed: Shows multiple rows for each transaction, providing a breakdown of how it impacted QuickBooks accounts (credits and debits).
   • Summary: Displays one row per transaction with an overview of how it affected QuickBooks accounts (credits and debits).