Send your sales to QuickBooks Online

QuickBooks is available on the Growth and Pro plans.

Before you start

You'll need a QuickBooks Online account (the web/cloud version — not QuickBooks Desktop). If you don't use QuickBooks yet, you don't need this — carry on using Bake Boost's own invoices and reports.

1. Connect QuickBooks

1. In Bake Boost, open QuickBooks from the menu.
2. Click Connect to QuickBooks.
3. You'll be taken to Intuit (the makers of QuickBooks) to sign in and approve access. Choose the company you want to connect and click Connect.
4. You'll be brought back to Bake Boost, and you'll see Connected with your company name.

2. Choose where sales should land

Once connected, pick how your sales map into your QuickBooks books:

• Income account — the account your bakery sales are recorded under (for example, Sales or Bakery Income).
• Default item — the product/service line your order lines post against. Leave it and Bake Boost will create a tidy "Bakery Sales" item for you.
• Default tax code — the QuickBooks tax code to use when an order has tax on it.

Pick these from the dropdowns and click Save mapping. (If your orders include tax, choosing a tax code is required — otherwise your totals won't line up.)

3. Send an order to QuickBooks

Open any order and click Send to QuickBooks (near the payment section).

• If the order is paid in full, Bake Boost creates a Sales Receipt in QuickBooks (a sale that's already paid).
• If there's still a balance owing (for example, a deposit taken), it creates an Invoice plus a Payment for what's been paid — so the balance stays on the invoice until it's settled. Send it again after the final payment and QuickBooks updates the same invoice.

A little badge next to the button shows the result:

• Synced — it's in QuickBooks.
• Not synced — nothing was sent (for example, this is a quote or a cancelled order).
• Failed — something needs attention; hover the badge to see why (see If something goes wrong).

What gets sent (and what doesn't)

Sent to QuickBooks:

• The customer — matched by email so you don't get duplicates, or created if they're new.
• The sale — each product line, delivery/shipping, any discount, and the tax total, under the right customer.
• The payments — deposits and balances you've collected, applied to the invoice.

Not sent:

• Quotes and cancelled orders (a quote isn't a sale).
• Refunds, tips, your recipes/ingredients/stock, expenses, and customer messages or photos.

Good to know

• One-way only. Changes flow from Bake Boost into QuickBooks. Editing something inside QuickBooks won't change the order in Bake Boost.
• Tax. Bake Boost sends the tax amount it already worked out; QuickBooks decides how to show the rate. Make sure you've picked a tax code in the settings.
• Card fees. Payments are sent for the full amount the customer paid. Card processors (Stripe/Square/PayPal) take their fee before the money reaches your bank, so a payment in QuickBooks won't exactly match the bank deposit — your bookkeeper records those fees separately. This is normal.
• No duplicates. Sending the same order again updates what's already in QuickBooks rather than creating a second copy.
• Currency. Your Bake Boost currency needs to match your QuickBooks company's currency.

If something goes wrong

• "QuickBooks is not available on your plan." This feature is on Growth and Pro — upgrade to use it.
• "Set a default tax code." The order has tax but no tax code is mapped yet — open QuickBooks settings, pick a Default tax code, and save.
• "Your QuickBooks connection expired." For your security, the connection needs renewing from time to time. Click Reconnect and approve again — your settings are kept.
• A "Failed" badge with a totals message. If the numbers Bake Boost worked out don't match the order total, it won't send a wrong figure — check the order's prices, discount and tax and try again.

Disconnecting

Open QuickBooks settings and click Disconnect at any time. Syncing stops immediately. Anything already sent stays in QuickBooks. If you reconnect later (even to a different QuickBooks company), Bake Boost starts fresh.

Last updated July 16, 2026