Please note: This article relates to Boatyard new QuickBooks integration. If you would like help with our legacy integration, please click here.
Boatyard’s QuickBooks Online integration allows you to seamlessly sync your invoices and purchase orders into your QuickBooks Online account. This guide will walk you through how to connect your account and set up the necessary accounting settings to ensure everything syncs correctly.
Step 1: Connect to QuickBooks
Log into your Boatyard dashboard.
Click on your initials in the top right corner, then select Settings.
Go to the Integrations tab.
Click Connect with QuickBooks.
You’ll be prompted to choose whether or not to import your customers from QuickBooks. Make your selection and click Connect.
You’ll be redirected to QuickBooks where you’ll need to log in and authorize the connection.
Step 2: Set Your Account Mappings
Below is a full list of the accounts you can configure in Boatyard when setting up your QuickBooks integration. These determine how different types of revenue and costs are categorized in QuickBooks. Each account must be mapped to a compatible QuickBooks account type.
All of these can be configured at a global level in the Accounting Settings in the Integrations tab, or at a more detailed level on individual parts, services, or labor types, depending on your needs.
Parts Accounts
Parts Purchase Account
Used on purchase orders to track the value of parts being purchased.
Must be an Other Current Asset account type.
Can be set globally or per part.
Parts Purchase Tax Type
Determines if parts are 'taxable' or 'exempt' on purchase orders.
Can be set globally or per part.
Parts Sales Account
Used to categorize the sale of parts on invoices.
Must be an Income account type.
Must be a Sale of Product Income account detail type.
Can be set globally or per part.
Parts Cost of Goods Account
Tracks the cost of parts sold when an invoice is created.
Must be a Cost of Goods Sold account type.
Can be set globally or per part.
Labor Accounts
Labor Sales Account
Used to track labor revenue on invoices.
Must be an Income account type.
Must be a Sale of Product Income account detail type.
Can be set globally or by individual Labor Type in the Taxes & Fees tab.
Individual Labor Sales Accounts
Labor types can have separate sales accounts configured.
Defaults to the global Labor Sales Account unless manually updated.
Must be an Income account type.
Must be a Sale of Product Income account detail type.
Service Accounts
Service Sales Account
Used for flat-rate services (services without itemized parts or labor) on invoices.
Must be an Income account type.
Must be a Sale of Product Income account detail type.
Can be set globally or individually per service.
Miscellaneous Charges
Miscellaneous Charges Sales Accounts
Each miscellaneous fee must be assigned a sales account.
These accounts are used when the fee is added to an invoice.
Must be an Income account type.
Must be a Sale of Product Income account detail type.
Configured in the Taxes & Fees tab.
Purchase Order Accounts
Shipping Fee Account
Used when adding a shipping fee to a purchase order.
Must be an Income account type.
Must be a Sale of Product Income account detail type.
Appears as a line item on the PO.
Accounts Payable Account
Designates the payable account associated with purchase orders.
Must be an Accounts Payable account type.
Set globally in the Accounting Settings tab.
Refunds
Refund Account
Used when a refund is processed in Boatyard.
Must be an Other Current Asset account type.
Set globally in the Accounting Settings tab.
Important: Some account fields require specific account types in QuickBooks (e.g. refund accounts must be of the type “Other Current Asset”). If an account doesn’t appear in the dropdown, it does not match the required type. The account types are restricted by QuickBooks, and we are not able to change them.
Step 3: Set Item-Level Account Overrides (Optional)
You can assign different accounts for specific parts and services:
For Parts:
Go to Inventory.
Click on a part.
Scroll down to the Accounting Settings section.
Set the Sales, Purchase, and COGS accounts for that individual part.
Click Save.
For Services:
Go to Services.
Click on a service.
Set the Sales Account.
Save your changes.
Note: These overrides are optional. If not set, Boatyard will use your global settings.
Tips & Best Practices
If you just connected your QuickBooks account and don’t see the accounting settings right away, try refreshing the page.
Do not rename the Boatyard-generated products/services in QuickBooks (e.g. “Boatyard Labor”, “Boatyard Service”). Renaming them can break the integration.
You’re All Set!
With these steps completed, your Boatyard account is now fully connected to QuickBooks and ready to sync your invoices and purchase orders. If you run into any issues, check our additional guides or reach out to our support team.