The QuickBooks Online integration syncs your daily DRS close data to QuickBooks as journal entries. This article covers the one-time connection setup and ongoing configuration — choosing a sync mode, setting variance thresholds, and picking a memo template.
The Settings page — connection, sync mode, approval thresholds, and memo template all in one place.
Who can use this: Admins only. The Manager, Shift Lead, Buyer, and Cashier roles don't have QuickBooks access.
Where to find it
From any admin page, open QuickBooks in the left sidebar and click Settings. Direct URL: /admin/{typeNum}/quickbooks/settings.
Step 1 — Connect to QuickBooks Online
On the Settings page, find the Connection card at the top.
If you're not connected yet you'll see a red dot and a
Connect to QuickBooksbutton. Click it.You'll be redirected to Intuit's OAuth screen. Sign in with the bookkeeping account, choose the company file, and click Connect.
You'll come back to the Settings page automatically. The Connection card now shows a green dot, the company name, and your QBO Realm ID.
Tip: The same Intuit account can be connected to multiple BuyerKiosk stores. Each store keeps its own tokens and its own sync settings.
If you ever need to reconnect (because Intuit invalidated tokens, or you swapped company files), use Reconnect next to the green dot. To unlink entirely, use Disconnect — note that disconnecting does not delete prior journal entries from QBO.
Step 2 — Choose a sync mode
The Sync Mode controls how journal entries reach QuickBooks. There are three options:
Mode | What happens each night |
Manual Approval (default) | The system stages a journal entry for the day and waits for you to review it in the Approval Queue. Nothing posts to QBO until you click |
Automatic | Entries post directly to QBO every night with no review step. |
Disabled | The nightly job skips this store entirely. No staging, no posting. |
Recommendation: Start in Manual Approval for the first 30 days. Once you've confirmed the entries look right and your variance is consistent, switch to Automatic if you want hands-off operation.
Warning: You cannot switch to Automatic while there are pending entries in the Approval Queue. Approve or reject them first.
Step 3 — Set the reminder cadence
Under Sync Configuration, two settings control reminders for pending approvals:
Reminder Cadence — how often the system can email/notify you about pending approvals. Options: Daily, Weekly, Monthly, On Demand.
Pending Reminder Threshold — only send a reminder once an entry has been pending for this many days. Default: 3 days.
If you tend to approve daily, set the threshold to 1. If you batch-approve weekly, set it to 7.
Step 4 — Configure re-sync behavior
The Re-Sync Behavior dropdown controls what happens when the close data changes for a date you already synced:
Require Manual Decision (default) — flag the day for review; you decide whether to void & repost, edit, or accept the change.
Void & Repost Automatically — automatically void the prior JE and post a new one.
Update In Place — overwrite the existing JE without voiding (advanced; only safe in some accounting workflows).
When in doubt, leave on Require Manual Decision.
Step 5 — Set the approval thresholds
The Approval thresholds section controls how much cash-drawer variance the system tolerates before stopping to ask.
Every daily close has a cash over/short value — the difference between what the drawer counted and what the system expected. Two thresholds gate how that variance is handled:
Threshold | Default | What it does |
Auto-approve cap |
| Variance up to this amount auto-posts to QuickBooks. The system silently plugs the difference to your Cash Over/Short account on approval. |
Manual-review cap |
| Variance between auto-cap and hard-cap requires a checkbox confirmation in the Approve modal before the entry can post. |
(above hard-cap) | — | Variance over the manual-review cap is hard-blocked. The entry cannot post until you correct the underlying data or raise the cap. |
Why three tiers? Normal drawer count differences are tiny — $1-2 from rounding or a mis-keyed coin. Above ~$10 it's worth a second look. Above ~$100 it almost always points to a mapping problem (a payment method posting to the wrong account) rather than a real cash variance.
If you tighten the auto-cap (e.g. $5), more entries land in the manual-review tier — useful when you're new to the integration and want eyes on every variance. If you raise the hard-cap (e.g. $250), the system stops blocking on legitimate-but-large variances but trusts you to catch mapping issues yourself.
The page shows a soft warning if you set the manual-review cap lower than the auto-approve cap (which doesn't make sense logically) — you can save anyway, but the system falls back to the defaults at read time when the relationship is broken.
Step 6 — Customize the memo template
Every journal entry posted to QBO gets a memo (PrivateNote in the Intuit API). The default template is:
Daily Sales - {companyName} ({typeNum}) - {date}You can customize it with these placeholders:
Placeholder | Resolves to |
| Store identifier (e.g. |
| Sync date in |
| The store's display name |
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The preview under the memo field shows what the next entry will look like. Memos are limited to 200 characters.
What's next
Once you're connected:
Set up account mappings — tell the system which DRS field posts to which QuickBooks account. The integration cannot post until critical mappings are complete.
Review the Dashboard — your at-a-glance view of connection status, pending approvals, and recent activity.
Walk through your first daily approval — see what a staged journal entry looks like and how to approve, edit, or reject it.