Quickbooks Integration

This feature is currently in Beta.  Contact your account representative at 800-750-3947 if you are interested in participating in the beta test.

Thr!ve POS integrates with a 3rd party app called SyncThr!ve, available from the Quickbooks app store. This app is developed and supported by Expert Solution Technologies. This app will gather sales data from the Thr!ve API, display a daily summary of transactions, and post the transactions as journal entries to your Quickbooks account. 

This app is available for both Quickbooks Online and Desktop versions.   The app syncs sales data but does not integrate payroll data at this time. 

Thr!ve POS version 8.0.12 or higher is required.  Your POS system must be configured to send data to the central data server using the TicketStream API.  Contact support to set up TicketStream if needed. 

Set Up SyncThrive:

Log in to SyncThrive and create your account if you don't have one. You can sign up for a free trial, however you will be required to subscribe to continue to use the app after the trial.   

Set up your POS integration:
Once logged in, click on Settings from the left side menu.  Click on Thr!ve POS Configuration. 

  • Enter your email
  • The "Bearer Token" establishes a secure connection to your POS data.  You will be issued 1 token per company.   This is available in Thr!ve Control Center under Location Settings > API Access
  • Create your first location.  Enter a store name. 
  • Enter the Location Code (Location ID) from Thr!ve Control Center Location Settings > API Access
  • Enter a date to start the data sync.   Press Fetch to start the data sync. 
Note:  The system will notify you if it is able to successfully communicate with the TicketStream API.  It may take a while for all data to be fetched depending on the time frame selected.  You can see the status in the "Notifications" area (The bell at the top menu)
  • If you wish to connect more than one location, enter Location #2 information, etc. 
Connect to Quickbooks (Online version)
  • From the Settings menu, click on Quickbooks Online. 
  • Click the "Connect to Quickbooks" button.  You'll be prompted to log in to Quickbooks and select your company file. 
  • The system will import your Quickbooks chart of accounts. 
Map Accounts
The next step is to map the data coming from Thr!ve into the proper Quickbooks account.  Since journal entries will be written, each data element must have a "Debit" and "Credit" account mapped.  In general, all money coming in to the restaurant (such as sales, gift certificates sold, tax collected, etc) will credit the related income account and debit the Undeposited Funds account.  Money paid out (such as driver fees paid, or paid outs) will credit Undeposited Funds and debit their related expense account.  Deposits will credit Undeposited funds and debit the related bank account.   

The chart below is a suggested data map.  Your Quickbooks chart of accounts may vary, so check with your accounting professional if you have questions about how to map the data.

Leave the Location setting on Default to set up a default mapping, or choose an individual location to map. 

  • Sales can be broken up by Revenue Center.  Each revenue center total will post a separate journal entry to the Sales account. If you want these posted to different income accounts, you can transfer them in Quickbooks. 
  • Although your operation may pay out all tips that are collected, they still need to be accounted for in journal entries to ensure that all data matches.  It's expected that the "Tips Payable" account will balance to zero daily if you pay out all the tips. 
  • Since Merchant Services deposits can be a day or two delayed, we recommend that you set up a "Merchant Services" type of bank account to post these deposits to.  Then, when the deposit actually comes through to your checking account, you can make the transfer. 
  • In the example above, we posted "Other Deposit" to Accounts Receivable, as other tender types are often 3rd party providers who will pay you periodically.  You should vary this based on the way you use your tender types. 
Click SAVE to save your changes

Class Mapping (Locations)
If you have more than one location reporting into the same Quickbooks company, Quickbooks uses "Classes" to distinguish between each location.  Set up the classes in Quickbooks first and click on Settings > Quickbooks Online to resync your accounts if needed to import the classes into the app. 

Click the "Class Mapping tab from the Settings > Mappings.  Select the location and the class to connect it to.

Review & Post Transactions
Once your mapping is complete and the app has had time to fetch data from the API, you can start reviewing and posting your transactions.   From the left menu click Transactions and Sales to review sales totals. 

To post an entry to Quickbooks, select the line and you will see 3 icons on the right side.  Click the green Upload icon to post the transaction to Quickbooks.   If you want to review the details of what is included in the total, you can download a .csv file with all the individual transactions that make up that day's entry. 

Note: Although the day in progress will show here, you can not post it until the next day, to ensure all data is complete.

To more quickly post transactions, click the check box at the top left of the table to select all unposted transactions for the section, and then click the "Bulk Post" button.    To post all unposted transactions for all transaction types, click on the Post icon in the upper purple bar. 

Posted transactions will appear on the list with a posted status. 

To view your data in Quickbooks, navigate to Accounting > Chart of Accounts.  Here you can look at Undeposited Funds, for example, and see a transaction posted to Sales / Undeposited funds.

Note: The reference # for the transaction will be ST (for SyncThrive), the transaction type (SAL for Sales) and the date.  This # is also listed in the 'Info' for each transaction in the app. 

  • Use the .csv download function to get detail transactions behind each total.  This can help you understand what is or is not included in the totals. 
  • If today's data is incomplete, keep in mind that the system fetches new data every 2 hours.  You can not post today's data until the day is complete.  Check the notifications screen to see when the latest data refresh was. 
  • If for some reason data is missing, you can resync a particular time frame.   Go to Settings > Thrive POS Configuration, enter the sync Start and End date, and select Resync Selected Dates.    If you select "Clear all data and resync" all POS data will be cleared, and only the dates you selected will be refreshed.
  • If your POS system was disconnected from the internet for a period, it may not have sent data to the API.  OR, if your POS system was just configured to start using the API, historical data may not be available.   We can resync the POS data to the API for you, please contact support. 

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