In this guide, we will walk you through the process of syncing your CaterZen account with QuickBooks Online. Please note that this integration is only available for QuickBooks Online.


Step-by-Step Instructions

Follow these steps to successfully link and sync your CaterZen account with QuickBooks Online:

Connecting Your Accounts

  • Navigate to the Admin Tab: Log into your CaterZen account and click on the Admin tab.      
  • Access QuickBooks Integration: Under the Global Settings section, locate and click on the QuickBooks Integration option.   
  • Click on the Connect Tab: Once on the QuickBooks Integration page, select the Connect tab.  
  • Log into QuickBooks: You will be redirected to the QuickBooks login page. Enter your QuickBooks credentials to log in.  
  • Authorize the Connection: Once logged in, QuickBooks will automatically connect with CaterZen.
      
  • Verify Connection Status: After connecting, you will be redirected back to CaterZen, where a confirmation message will indicate that the accounts are successfully linked.


Assigning Sales Journal Categories

  • Map Sales Journal Categories: Assign your CaterZen Sales Journal Categories to the corresponding QuickBooks Categories using the dropdown options.
  • Consult Your Accountant (if needed): If you are unfamiliar with accounting processes, we recommend working with your accountant or bookkeeper for accurate setup.

Sending Sales Data to QuickBooks

  • Access the Sales Journal Report: Click on the Accounting tab and select the Sales Journal Report link.   
  • Select Report Filters: Set the appropriate Date Range, which Order Types you wish to include, your Tax Situation and Location(s)  for the report. Click Show Report.   
  • Review the Sales Journal Report: Before sending data to QuickBooks, review the report to ensure accuracy.
  • Send Data to QuickBooks: Click on the Send to QuickBooks button to sync your sales data.  
  • Confirm Successful Sync
    A confirmation message will appear, letting you know that the data has been successfully sent.


Verifying Synced Data

  • Use the View Synced Entries Tab: Navigate to the View Synced Entries tab to review previously sent data.           
  • Review Synced Entries: The page will display a list of synced transactions, including timestamps.     
  • Expand Transaction Details
    Click on any entry to expand and view detailed breakdowns of the synced data.         
  • Avoid Duplicate Submissions: CaterZen prevents accidental duplicate submissions by displaying a warning if you attempt to resubmit data.

Checking Data in QuickBooks

  • Open QuickBooks Reports: Log into QuickBooks and navigate to the Reports tab.
  • Select the Profit and Loss Statement: Choose Profit and Loss Statement from the available reports.
  • Set Time Frame and Run Report: Select the appropriate Time Frame and click Run Report to generate the statement.    
  • Verify Data Import
    Review the report to ensure your CaterZen sales data has been successfully imported.
  • Expand Sales Data
    Click on the Sales link within the Profit and Loss Statement, followed by the Journal Entry link.   

Review Journal Entries

  • Here, you can view all journal entries associated with your sales data.


Troubleshooting Common Syncing Issues

If you encounter issues when syncing your Sales Journal to QuickBooks, check for the following common problems:


Duplicate or Already Synced Data Issue: Attempting to sync data that has already been recorded.

Solution:

  • Click on View Synced Entries to check which reports have already been entered.

  • Verify the date range and avoid re-syncing previously synced data.


Missed or Duplicate Payments Issue: The "Grand Total Rung Up/Collected" (left side) does not match the "Total Payments," (right side) causing errors.

Solution:

  • Compare the totals at the bottom of the Sales Journal report.

  • Narrow down the issue by checking reports for specific months, weeks, or days to find the mismatch. 

  • Use the Support button for related help articles or reach out to [email protected] for assistance.


Rounding Errors (Common with Tax Charges)Issue: Small decimal differences in tax calculations can cause mismatches in syncing.

Solution:

  • Filter orders by taxable and non-taxable status to pinpoint the issue.

  • Narrow down the date range and recheck individual entries until you find the mismatch

  • Adjust your QuickBooks tax settings to match CaterZen's rounding logic.


Account Mapping Issue: Transactions are not correctly assigned to the appropriate QuickBooks accounts or categories within the system.

Solution:

  • Check the error message for unassigned categories. (ie: "to sync the sales journal with QB you need to associate each line item with a QB account click here or go to Admin". )

  • Navigate to Admin > Global Settings > QuickBooks Integration and properly map the missing categories per the instructions above. 

  • This can happen if you add new a new sales category or custom payment method and have not assigned it in the QuickBooks Integration settings

Need More Help?

If you continue to experience issues, our CaterZen Support Team is here to help! However, for complex accounting concerns, we recommend consulting your accountant or bookkeeper for further assistance.


By following these steps, you can ensure accurate financial tracking and streamlined accounting for your catering business.


Not a CaterZen customer yet? Discover how our catering software can streamline your business—click here to learn more!