How QuickBooks Works for Brands on ShelfSpace

Every time a store pays you, someone on your team types that payment into QuickBooks by hand. The invoice, the store, the check number. That takes hours, and one typo means your books stop matching your bank.

Connect QuickBooks to ShelfSpace, and that typing goes away. Here's what gets written into your books, and when.

Start with consignment. When a store approves your weekly payout, ShelfSpace writes an invoice into QuickBooks. The store is the customer, and there's one line for each product that sold. Here, three products come to one thousand two hundred eighty dollars.

A forty dollar return comes off as its own line, so the invoice matches the check. And the payout report is attached, so your bookkeeper can see exactly what sold.

When the store's check is issued, ShelfSpace records the payment. Same one thousand two hundred forty dollars, with the check number on it, and the invoice shows as paid.

If you picked a bank account, ShelfSpace checks it every morning, and counts which payouts have cleared in your QuickBooks bank feed.

Wholesale works the same way. When a store receives your delivery, an invoice goes in for that order. When the store pays you through ShelfSpace, the payment goes in against it.

And if you bill stores through ShelfCollect, each invoice goes into QuickBooks when you send it, and every payment you collect is recorded against it.

Your accounting method decides when an invoice lands. Most brands use accrual, which is where you start. The invoice goes in when you earn the money, and the payment follows later.

On cash, the invoice waits and goes in together with the payment. Your accounting admin can switch to cash on the QuickBooks Settings tab. Anyone else, just ask us.

To connect, go to My Account and open QuickBooks Online. If you see Request a consultation instead of Connect, request it, and we'll set QuickBooks up with you.

QuickBooks asks you to sign in and pick your company. Then it sends you back here, to a short setup.

Step one: accounts. The income account is where your sales land. The bank account is optional, but pick one, so payments are deposited there and checked against your bank feed.

Step two: customers. ShelfSpace matches each store to a QuickBooks customer by name, or creates one. Check them here once, so nothing lands under a duplicate.

Step three: items. Match your products to QuickBooks items, so you can see sales by product. You can leave some for later.

Step four: two choices. First, whether ShelfSpace records your payout payments for you, or you record them yourself. Second, whether an invoice with an unmatched product goes in anyway, under a default item, or waits until you match it.

Step five: done. From here on, everything goes into QuickBooks on its own.

After setup, the QuickBooks card shows what went in, what failed, and what's still waiting. Sync activity lists every entry. Anything that failed tries again on its own, or you can push it again with one click.

When you add a new product, match it on the Items tab. And when you start selling to a new store, check it on the Customers tab.

Get paid in ShelfSpace once, and your books keep up on their own.