The QuickBooks Online integration connects an existing QuickBooks Online environment to Restaurant365 so accounting data can move between the two systems. Once connected, Restaurant365 can either:
These capabilities are independent. An organization can use the data sync, vendor or COA import, or any combination of the three.
The options available for the QuickBooks integration depend on how it is accessed. See QuickBooks Connection Window Buttons and Fields below for details on which options are available in each context.
Data Push to QuickBooks Online (QBO)
The QuickBooks Online (QBO) integration streamlines the transfer of essential financial data from R365 to QBO.
Selecting Complete on supported transactions or records in Restaurant365 pushes data to QuickBooks and updates financial records. This applies to:
When a transaction is marked Complete:
Invoices create corresponding bills in QuickBooks.
All other forms create journal entries keeping operational activity in Restaurant365 aligned with financial reporting in QuickBooks.
This push option is limited to customers with the Core Operations plan.
QuickBooks Mapping
Mapping determines how data is transferred between records in Restaurant365 and QuickBooks. Mapping is required before data can be pushed to QuickBooks.
From the QuickBooks Mapping screen, mapping for QBO can be reviewed and updated. Mapping is organized into the following tabs:
GL Accounts
Before data can be transferred to QuickBooks Online (QBO), GL accounts must be mapped. The GL Accounts tab is where each Restaurant365 GL account is linked to a corresponding QuickBooks account (External Account). These mappings determine how future GL activity is posted to QBO during the integration.
From this tab, GL accounts can be reviewed and mapped individually or in bulk. Updates to mappings apply only to data synced after the change and do not affect previously synced transactions.
Vendors
Before vendor transactions can be synced to QuickBooks Online (QBO), vendors must be mapped. The Vendors tab links Restaurant365 vendors to their corresponding QuickBooks vendors (External Vendors). These mappings determine how future invoices and vendor transactions are transmitted to QBO.
From this tab, vendor mappings can be reviewed and managed individually or in bulk. Updates apply only to transactions synced after the change and do not affect previously synced data.
Vendors imported through the Import Hub are automatically mapped to their corresponding QuickBooks vendors during import. Vendors added to R365 outside of the Import Hub require mapping from this tab.
Items
Before item-related transactions can be synced, items must be mapped. The Items tab links Restaurant365 purchased items and recipe items to their corresponding cost and inventory accounts. These mappings determine how future entries for Waste Logs and Item Transfers post during the integration process.
Item mappings can be reviewed and managed individually or in bulk, and changes apply only to transactions synced after the update.
Locations
Before location-based data can be synced, locations must be mapped. The Locations tab links R365 locations to QuickBooks Online classes, with the option to map multiple R365 locations to a single QBO class. This mapping determines how future transactions are classified when data is transmitted from R365 to QBO.
Location mappings can be reviewed and updated individually or in bulk, and changes apply only to future syncs.
POS
From the POS tab, the POS Mapping Tool opens, where POS accounts imported from Point of Sales (POS) integrations can be reviewed and mapped. Mapping rules allow R365 to automatically map Sales Accounts, Payment Type Accounts, Job Titles, and Paid Out Types to the appropriate GL accounts.
POS mappings determine how future POS activity posts to the general ledger when data is synced to QuickBooks Online.
Related Pages
QuickBooks Connection window
Manage connected companies from the QuickBooks Connection window.
QuickBooks Mapping Screen
View, edit, and manage mapping from R365 to QBO on the QuickBooks Mapping Screen. The QuickBooks Mapping screen is where users view and update mapping for all key data that flows from R365 to QBO.
Import hub
In Beta
This feature is in beta. Contact your CSM to learn more.
The Import hub is a centralized page where onboarding imports are initiated. The Import hub supports a Chart of Accounts (COA) import wizard that is used during onboarding to bring QuickBooks accounts into Restaurant365 either through manual file upload or via a QuickBooks Online connection. It includes steps for AI account matching, bank account review, through import completion.
The Chart of Accounts import is a one time tool and is only available when accessed from the Import hub.
QuickBooks Vendor Import
The QuickBooks vendor import pulls vendors from all connected QuickBooks companies into a single table for review. In the QuickBooks Vendor Import screen, warnings for incomplete or duplicate data are displayed and vendors are selected for import into Restaurant365.
QuickBooks Vendors Import Screen
Review vendor records, view warnings for incomplete data, and select vendors for import from the QuickBooks Vendor Import screen.
