If you utilize QuickBooks Online, integrating directly with xtraCHEF will help streamline your accounts payable process. The result is a system that handles data entry for your bills and expenses and syncs sales from Toast to your QuickBooks Online account, all while providing an additional layer of visibility into your restaurant spending and profit margins. Note: You must have an active QuickBooks Online Essentials, Plus, or Advanced subscription in order to use this integration. QuickBooks Simple Start and QuickBooks Self-Employed versions do not support third-party integrations like xtraCHEF.

Once your integration is complete, you'll be able to:

Note: By default, xtraCHEF does not sync documents uploaded as a receipt to QuickBooks Online. However, receipt extract for QuickBooks Online can be enabled by your Customer Care team. For more on receipt extracts, visit xtraCHEF: Receipt Extract for QuickBooks Online.

Note: This article will focus mainly on syncing sales and invoice information from Toast Web to QuickBooks Online through xtraCHEF. With the new Payroll Accounting Sync feature in Toast Web, payroll data can automatically sync to QuickBooks Online; sales and invoice data syncing will be supported in the near future.

During onboarding, your Onboarding Consultant will set up your account to properly support your QuickBooks Online integration. To properly configure your account after onboarding, reach out to support@xtrachef.com. Once enabled, follow the instructions below to complete your integration.

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Once your xtraCHEF and QuickBooks Online accounts are connected, you can start syncing sales data between the two systems. The first step is to import your QuickBooks Online General Ledger (GL) Codes into xtraCHEF and match them to your xtraCHEF categories. xtraCHEF has 22 default categories for each tenant. We will auto-assign any GL codes that exactly match a default category or one you've created before, but you may still need to map some yourself. Some things to keep in mind:

During this step, if you manually created GL codes before connecting to your accounting system, those will be deactivated. GL codes should come directly from your accounting system. We do not recommend adding GL codes into xtraCHEF directly.

Select Continue once all GL codes are assigned.

Next, you'll sync your vendors between the two products. Just like before, we will auto-assign any xtraCHEF vendors that exactly match a vendor in QuickBooks, but you may still need to assign some yourself. Select Add vendor to add a new vendor directly in QuickBooks Online.

Once all vendors have been mapped, select the blue Continue button.

The last step includes two questions. The first asks when you'd like xtraCHEF to start sending expenses to QuickBooks. This date can be in the future or in the past. The second question will ask you if you'd like to extract receipts from xtraCHEF to QuickBooks. We recommend leaving this setting on No in order to lessen the confusion between invoices and receipts. Select Continue to finalize this process.

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Note: Skip this section if you have one location on xtraCHEF or if QuickBooks Online at the Location Level is not enabled (default).

In the event that your businesses have separate Company Files under one QuickBooks Online account, your integration can be set up at the location level. If this is the case, your Onboarding Consultant will need to first configure your account for a location-level QuickBooks extract.

Note: In order for QuickBooks Integrations to work properly at the location level, your businesses must have an identical Chart of Accounts (General Ledger Codes) and identical Vendor Codes. If your business accounting is different, your Onboarding Consultant will create more than one tenant to support AP automation.

Once configured, you're able to connect each location to its corresponding QuickBooks Online account. To do this, select the Gear Icon in the top right corner of your xtraCHEF account. Then, select Locations. This will take you to the Locations page. From here, select the Location you need to integrate with QuickBooks Online. Then, select Edit Location Details.

Next, select the Integrations tab. Proceed by selecting Connect to QuickBooks. Lastly, sign into your QuickBooks Online account via the Intuit pop-up.

Once finished, select Save.

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With QuickBooks Online integrated with your xtraCHEF account, reconciled invoices and daily sales journal entries can begin to sync with your accounting platform automatically (assuming your sync has not been disabled and that additional setup steps such as Sales Setup have been completed).
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Invoice Syncs will include vital Invoice information such as an original invoice scan/photograph, general ledger information, vendor information, and more. The visual below represents how this sync will appear in your QuickBooks Online Account.

Similarly, daily sales Journal Entries will sync daily (once Sales Setup is complete). The visual below represents how this Journal Entry will appear in your QuickBooks Online Account.

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Your QuickBooks Online integration creates the framework for syncs to occur automatically with your accounting platform. However, these syncs will only occur automatically if additional setup steps are completed and machine learning is built out in your account.

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