Do you manage accounting in QuickBooks?
If so, you'll want to ensure that all payments and refunds from Stripe, AllBooked's payment processor, reflect in QuickBooks. Currently, when your customers make a booking in AllBooked, their payment data is sent directly to Stripe. By setting up an integration from Stripe to QuickBooks, you'll automatically transfer this transaction data over to Quickbooks—so you never have to enter it yourself.
AllBooked integrates with both Xero and Quickbooks, which can be connected through Zapier to automatically send transactions. You can choose whichever platform works best for you, as both work equally well for this use case.
Follow this step-by-step guide to set up a Zapier connection that automatically sends transaction data to QuickBooks with bookings. Alternatively, check out our article on how to set up an integration with Xero to accomplish the same thing.
What is Zapier?
Zapier allows you to integrate AllBooked with thousands of other apps so you can automate your workflows. You can think of Zapier as a middle man that lets two platforms exchange data.
Before starting:
Create a Zapier account.
You need to have Zapier's Premium plan for this integration.
Create a QuickBooks account.
Make a booking in AllBooked by following the steps below.
Step 1: Ensure your AllBooked account is integrated with Stripe.
To connect Stripe to QuickBooks, you'll first need to make sure your AllBooked account is connected to Stripe. Check to see if it's connected by logging into your AllBooked account, clicking the gear icon and scrolling down the left menu until you find Online Payments. Click this tab, and you'll see if your venue is connected.
Follow these steps to connect AllBooked to Stripe if this isn't already set up in your account.
Step 2: Set up pricing rules and make a booking using a credit card.
Login to your AllBooked account.
Create a pricing rule to set an hourly booking rate.
For testing, we recommend setting the price to $0.50/hour for each space, at all times, and for all users.
Login as a test user, and make a booking using your credit card.
Make a booking for a low rate, like $0.50, to keep the charge small.
This pushes a charge through to Stripe, which is the data needed to configure a Zapier connection.
Zapier connection #1: Payments
Trigger
Login to Zapier.
Hover over plus icon in upper left hand corner of screen, select Create, and click Zap.
Click the Trigger and find or search for Stripe.
Under Trigger Event, click on New Payment.
Select your account or connect it by clicking +Connect a new account.
Alternatively, you can follow Zapier's instructions for connecting accounts.
Click continue.
Click Test trigger to generate a list of payments from your Stripe account.
Select a payment record and click Continue with selected record.
Action 1: Find customer
Find or search for QuickBooks in the pop-up window.
Under Action Event, search for Find customer.
Under Account, connect your QuickBooks account by clicking +Connect a new account.
Alternatively, you can follow Zapier's instructions for connecting accounts.
Click continue.
Now it's time to configure the action. Find the Search Value field. This is where you will be mapping the information from bookings.
With Search Value selected, hit the forward slash button (/) on your keyboard and select Customer Email from the dropdown.
Click the check box next to Create QuickBooks Online Customer if it doesn't exist yet?
Scroll down until you see Full Name.
With Full Name selected, hit the forward slash button (/) on your keyboard and select Customer Email from the dropdown.
Click continue.
Test to see if your action is working.
Action 2: Create payment
Click the plus icon in your workflow to Add Step.
Find or search for QuickBooks in the pop-up window.
Under Action Event, search for Create Payment.
Under Account, select your QuickBooks account.
Click continue.
Now it's time to configure the action. Find the Customer field and click the three dots next to it. Select Custom. This is where you will be mapping information.
With Find Customer in QuickBooks Online selected, hit the forward slash button (/) on your keyboard and select ID from the dropdown.
Under the Total Amount field, select New Payment in Stripe.
With New Payment in Stripe selected, hit the forward slash button (/) on your keyboard and select Amount from the dropdown.
Click continue.
Test to see if your action is working.
Action 3: Create invoice
Click the plus icon in your workflow to Add Step.
Find or search for QuickBooks in the pop-up window.
Under Action Event, search for Create Invoice.
Under Account, select your QuickBooks account.
Click continue.
Now it's time to configure the action. Select the Customer field and click the three dots next to it. Select Custom. This is where you will be mapping information.
With Find Customer in QuickBooks Online selected, hit the forward slash button (/) on your keyboard and select ID from the dropdown.
Next you'll see Email.
With Email selected, hit the forward slash button (/) on your keyboard, select New Payment from Stripe, and select Customer Email from the dropdown.
Scroll down to Send Later? and select False.
Scroll down to Terms and select Due on Receipt.
Scroll down to Auto Generate Invoice Number and select True.
Scroll down to Product/Service and select whichever option is applicable to you.
Next you'll see Description.
With Description selected, hit the forward slash button (/) on your keyboard, select New Payment in Stripe, and select Description from the dropdown.
Scroll down to Rate.
With Rate selected, hit the forward slash button (/) on your keyboard, select New Payment in Stripe, and select Amount from the dropdown.
Next you'll see Amount.
With Amount selected, hit the forward slash button (/) on your keyboard, select New Payment in Stripe, and select Amount from the dropdown.
Scroll down to Make Recurring?
It's pre-populated with False, but you will need to reset this field due to a glitch. To do so, click True and then click False again. The final state should be False.
Scroll down to Tax Code. Select whichever option is applicable to you.
Scroll down to Shipping Tax. Select whichever option is applicable to you.
Scroll down to Deposit To Account. Select whichever account is applicable.
Click continue.
Test to see if your action is working by logging in to QuickBooks → Paid. You should see the payment went through!
Now that you successfully set up payments, make sure to publish your newly created payments Zap!
Zapier connection #2: Refunds
Trigger
Login to Zapier.
Hover over plus icon in upper left hand corner of screen, select Create, and click Zap.
Click the Trigger and find or search for Stripe.
Under Trigger Event, click on New Refund.
Select your account or connect it by clicking +Connect a new account.
Alternatively, you can follow Zapier's instructions for connecting accounts.
Click continue.
Click Test trigger to generate a list of payments from your Stripe account.
Select a payment record and click Continue with selected record.
Action 1: Find customer
Find or search for Stripe in the pop-up window.
Under Action Event, search for Find customer.
Your Stripe account should already be connected.
Click continue.
Now it's time to configure the action. Under Find By select Customer Stripe ID.
Next you'll see Query.
With Query selected, hit the forward slash button (/) on your keyboard and select Charge Customer.
Click continue.
Test to see if your action is working.
Action 2: Find customer
Click the plus icon in your workflow to Add Step.
Find or search for QuickBooks in the pop-up window.
Under Action Event, search for Find Customer.
Under Account, select your QuickBooks account.
Click continue.
Now it's time to configure the action. Find the Search Value field. This is where you will be mapping information.
With Search Value selected, hit the forward slash button (/) on your keyboard, click Find Customer in Stripe and select Email from the dropdown.
Check the box next to Create QuickBooks Online Customer if it doesn't exist yet?
Navigate to the field Full Name.
With Full Name selected, hit the forward slash button (/) on your keyboard, click Find Customer in Stripe and select Email from the dropdown.
Click continue.
Test to see if your action is working.
Action 3: Create refund receipt
Click the plus icon in your workflow to Add Step.
Find or search for QuickBooks in the pop-up window.
Under Action Event, search for Create Refund Receipt.
Under Account, select your QuickBooks account.
Click continue.
Now it's time to configure the action. Under Refund From, select your applicable source.
Next you'll see Customer. Click the three dots next to it and select Custom. This is where you will be mapping information.
With Customer selected, hit the forward slash button (/) on your keyboard, select Find Customer in QuickBooks Online, and select ID from the dropdown.
Next you'll see Email.
With Email selected, hit the forward slash button (/) on your keyboard, select Find Customer in Stripe, and select Email from the dropdown.
Scroll down to Payment Method. Select whichever is applicable to you.
Scroll down to Product/Service and select whichever option is applicable to you.
Scroll down to Amount.
With Amount selected, hit the forward slash button (/) on your keyboard, select New Refund in Stripe, and select Charge Amount Refunded from the dropdown.
Scroll down to Description.
With Description selected, hit the forward slash button (/) on your keyboard, select New Refund in Stripe, and select Charge Description from the dropdown.
Next you'll see Quantity. Enter 1.
Next you'll see Rate.
With Rate selected, hit the forward slash button (/) on your keyboard, select New Refund in Stripe, and find or select Charge Amount Refunded from the dropdown.
Click continue.
Test to see if your action is working by logging in to QuickBooks → Sales → Customer Hub → Customers → select your test customer. You should see the refund went through!
Now that you successfully set up refunds, make sure to publish your newly created payments Zap!
Should you have any questions, don't hesitate to reach out to us at info@allbooked.com—we're more than happy to help!
FAQs
What other platforms does AllBooked support?
AllBooked can integrate with thousands of apps through Zapier, but for a quick look at step-by-step step-up guides by our team, click here.
Can I send data into AllBooked from other apps?
Not at this moment. AllBooked's integrations are one-way only (from AllBooked to the external app).