> ## Documentation Index
> Fetch the complete documentation index at: https://docs.whop.com/llms.txt
> Use this file to discover all available pages before exploring further.

# QuickBooks

> Sync Whop payments, refunds, and payouts to QuickBooks Online automatically. Keep your books accurate without manual data entry.

<Card title="Install the Whop app for QuickBooks" icon="download" href="https://whop.com/apps/app_ygXqVjukBrVaU3/install/">
  Available on Whop Apps
</Card>

## Overview

The Whop × QuickBooks integration connects your QuickBooks Online account with Whop and keeps the two in sync automatically. It works in both directions:

1. **Sell on Whop → recorded in QuickBooks.** Payments through Whop are recorded as SalesReceipts. Whop payouts reconcile against your bank. No manual data entry.
2. **Invoice from QuickBooks → paid through Whop.** The integration adds a Whop payment option to each invoice so customers can pay online, and marks the invoice Paid the moment they do.

Refunds, recurring subscriptions, withdrawals, and processing fees all sync between the two systems automatically.

## What this integration does

| Feature                        | Description                                                                              |
| ------------------------------ | ---------------------------------------------------------------------------------------- |
| **Payment Sync**               | Every Whop payment is recorded in QuickBooks as a SalesReceipt automatically.            |
| **Invoice Automation**         | QuickBooks invoices get a Whop payment link; payments mark the invoice Paid.             |
| **Refund Tracking**            | Refunds created in QuickBooks are processed through Whop automatically.                  |
| **Subscription Sync**          | Recurring Transactions in QuickBooks create matching Whop recurring plans.               |
| **Payout Reconciliation**      | Whop payouts are recorded as multi-line Bank Deposits that reconcile 1:1 with your bank. |
| **Bidirectional Product Sync** | Products/Services sync between QuickBooks and Whop in either direction.                  |

## Before you begin

* An active Whop account where you sell your products or services
* An active QuickBooks Online account (any plan — sandbox accounts work too)
* Admin access to both accounts

Estimated setup time: 5–10 minutes.

## Step 1: Install the app from Whop

Click the **Install the Whop app for QuickBooks** button above, or search for "QuickBooks Sync" in the Whop App Marketplace. Click **Install**. Once installed, the app appears in your Whop dashboard under the Apps section.

## Step 2: Connect your QuickBooks account

Open the app and click **Connection** in the left sidebar. You have two options:

* **Connect (Sandbox)** — for testing with a QuickBooks sandbox account
* **Connect (Production)** — for your live QuickBooks account

Click the button for your environment. You'll be redirected to Intuit to log in, select your company, and authorize the connection.

## Step 3: Configure your account mapping

Click **Accounts** in the sidebar and configure:

| Field                      | What to pick                                                                                                   |
| -------------------------- | -------------------------------------------------------------------------------------------------------------- |
| **Revenue Account**        | Where invoice revenue is recorded — usually "Sales" or "Sales of Product Income"                               |
| **Processing Fee Account** | Where Whop fees are recorded — leave as "Auto-create Whop Processing Fees" or pick an existing expense account |
| **Bank Account**           | Where Whop withdrawals land — pick your business checking account                                              |
| **Undeposited Funds**      | Auto-detected from QuickBooks. No action needed.                                                               |

<Note>
  **Tax handling:** QuickBooks calculates tax based on your settings and the
  tax-inclusive total is charged through Whop. If your Whop products have their
  own tax codes configured, remove them to avoid double-taxation.
</Note>

## Step 4: Import historical data (optional)

If you have existing data in QuickBooks created before connecting, click **Backfill** in the sidebar. Four operations are available:

* **Users to Customers** — imports Whop members as QuickBooks customers (matches by email)
* **Items / Products** — sync items between QuickBooks and Whop in either direction
* **Unpaid Invoices** — creates Whop payment links for existing unpaid invoices
* **Paid Invoice Matching** — matches existing paid invoices to Whop payments for reconciliation

Each backfill is idempotent — safe to re-run. Entities already mapped get skipped.

## Sync modes

The integration supports three sync modes. Switch anytime from the dashboard — the change is forward-only.

### All Sales (recommended)

Records every Whop sale individually in QuickBooks. Direct sales create a SalesReceipt depositing to a Whop Clearing account. Payments on QBO invoices create a Payment record. Withdrawals drain the clearing account via a multi-line Bank Deposit.

### Withdrawals Only

Only Whop payouts are posted to QuickBooks. Individual sales are not recorded. Best for sellers who don't use QBO invoices and just want payouts tracked.

<Warning>
  If you also use QBO invoices in this mode, revenue will be double-counted
  (the invoice credits Revenue, and the deposit credits it again).
</Warning>

### Invoicing Only

No Whop payments, refunds, or withdrawals are posted to QuickBooks. QBO → Whop flows still work: invoice link embedding, recurring templates, product sync, and refunds from QBO.

## What happens next

Once connected and configured, the integration syncs automatically:

* **New QBO invoice** → Whop payment link generated and embedded within \~1 minute
* **Customer pays** → QuickBooks Payment record created, invoice marked Paid
* **Refund in QBO** → processed through Whop automatically
* **Recurring Transaction** → creates a Whop recurring plan; future payments sync back
* **Whop payout** → multi-line Bank Deposit in QBO (gross amount minus fees)

## Monitoring sync activity

The **Sync History** page shows every event processed — filter by status (completed, failed, pending). The **Errors** page shows failed events with retry status. The integration retries failed operations up to 5 times with exponential backoff.

## Frequently asked questions

**I take payments on Whop, not through QuickBooks invoices — does this work for me?**

Yes. Use All Sales sync mode (the default). Every Whop payment is recorded automatically as a SalesReceipt.

**Can I use my existing QuickBooks Payments setup?**

While the integration is connected, new invoices are routed through Whop instead of QuickBooks Payments. Existing open invoices are left alone — use the unpaid invoice backfill to convert them.

**Can I test with a QuickBooks sandbox account?**

Yes. Click **Connect (Sandbox)** on the Connection page.

**How do I disconnect?**

Go to the Connection page and click **Disconnect QuickBooks**. Your sync history and mappings are preserved in case you reconnect later.