QuickBooks, Xero and your bookkeeper
There is no live sync with QuickBooks or Xero, and FieldQuo does not export your books as files. This article says what your bookkeeper works from instead, and what FieldQuo does not record.
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“Do you work with QuickBooks?” The honest answer is no: nothing is synced, and FieldQuo does not produce files for QuickBooks or Xero to import. FieldQuo takes your records in — clients, leads, past jobs, a bank statement — but it does not send them back out as files.
What your bookkeeper can have is the documents, each one a PDF, and the figures FieldQuo adds up on screen. This article is how they work from those, and the things FieldQuo does not record, so nobody goes looking for them.
Overview
A two-way sync with QuickBooks Online or Xero is not built. FieldQuo's own comparison pages concede it: the strings quickbooks, zapier and xero appear in no integration code. QuickBooks Desktop is refused outright, because it needs a Windows connector.
There is no bookkeeping file either — no CSV or ZIP of invoices, payments or expenses. Your bookkeeper enters the figures in their own software, from the PDFs and the screens below, or reads the screens with a login of their own.
How your bookkeeper works from FieldQuo
- Open Financial statements for the period, on the basis your accountant files on — profit and loss, cash flow, sales tax charged. See Financial statements.
- Download each invoice with Download PDF on the invoice. It is the document the client received.
- Read each online payment's amount, processing fee and net deposited on the invoice; to see which payments made up a bank deposit, open Settings → Payments → Manage in Stripe, where Stripe lists every payout.
- Read the month's spending on Expenses, and the photographed receipts behind it under Receipts.
Recording the figures
Post a payment's gross to income and its processing fee to a merchant-fees expense; the bank deposit then matches the net deposited. The fee is an expense, not a smaller sale — see Payment processing fees and payouts.
A refund issued from FieldQuo is a refund row of its own under the payment, with the reason; the original payment keeps its amount and fee. See Refunds.
What FieldQuo does not record
- A filing. Nothing in FieldQuo has been remitted to any tax authority.
- A sales-tax return. Invoice tax is one amount per invoice, with no tax codes and no per-line tax — a Quebec invoice with GST and QST has two rates and one number.
- Input tax credits. Expenses carry no tax and no supplier, so recoverable tax on what you bought is not tracked.
- Credit notes. Refunds are rows under the payment they return.
- A chart of accounts. Nothing is mapped to a GL account — your bookkeeper does that in their own software.
Tell your bookkeeper up front that FieldQuo is not a general ledger and does not sync. A bookkeeper who expects a ledger and finds it is not one blames the software; saying so first prevents that.
Who can see the figures
Financial statements need the Job costing toggle, See prices, company-wide Expenses access and the ability to manage users — the Manager level, administrators and the owner. A Manager sees invoices, payments, expenses and the statements, but not everyone's pay; an administrator also sees payroll and billing.
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Will there be a QuickBooks sync?
Not today, and FieldQuo does not list it on its comparison pages. A live sync would be an Intuit-approved app with its own security review, which is why it is not a quick addition.
Can my accountant log in instead?
Yes — invite them from Manage Team. The Manager level sees invoices, payments, expenses and the financial statements; make them an administrator only if they must also see payroll and billing.
Can I export a CSV for my bookkeeper?
No. FieldQuo imports lists but does not export them. Each invoice and quote downloads as a PDF; see What to hand your accountant.
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