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

# Connect accounting integrations

> Send invoices and payments to QuickBooks Online, QuickBooks Desktop, or Xero so your bookkeeper is not typing the same bills twice.

Accounting cards live on [Settings > Integrations](https://www.carstoragesoftware.com/dashboard/settings/integrations). They send customer invoices and payments to the books your facility already uses.

Shopmonkey, HubSpot, QR codes, cameras, the API, and a custom domain stay available even if payments are off. See [Connect Shopmonkey](/docs/settings/connect-shopmonkey), [Connect HubSpot](/docs/settings/connect-hubspot), and [Connect the API](/docs/settings/connect-api).

Only **one** accounting tool can be on at a time. Turning on QuickBooks Online, QuickBooks Desktop, or Xero turns the others off.

Use this guide after [Connect payment processing](/docs/settings/connect-payment-processing). Most live updates follow invoices, payments, refunds, and payouts that already went through Stripe.

## What you will accomplish

* Find QuickBooks Online, QuickBooks Desktop, or Xero in the Integrations catalog.
* Understand why the cards stay locked until payments are on.
* Pick one accounting tool and finish sign-in or a file export.

## When to connect the books

Connect accounting when you are ready to stop re-typing paid invoices into QuickBooks or Xero.

Wait if you have not sent a real invoice yet. Set up [Billing](https://www.carstoragesoftware.com/dashboard/settings/billing) first, send a small test invoice, then come back here.

## Before you start

* You need Schedule permission to open [Settings > Integrations](https://www.carstoragesoftware.com/dashboard/settings/integrations).
* You need Payments permission to turn an accounting card on.
* Finish [Connect payment processing](/docs/settings/connect-payment-processing) so the accounting cards can be used.
* Ask your bookkeeper whether they use **QuickBooks Online**, **QuickBooks Desktop**, or **Xero**. You can only run one of these at a time.

## If the cards are locked

When payments are not on yet, the three accounting cards look faded. Each one says **Enable payments to turn on QuickBooks or Xero.** and shows an **Enable payments** button.

<Steps>
  <Step title="Find the locked cards">
    Open [Settings > Integrations](https://www.carstoragesoftware.com/dashboard/settings/integrations) and scroll to the bottom of the catalog. You should see QuickBooks Online, QuickBooks Desktop, and Xero.
  </Step>

  <Step title="Click Enable payments">
    Click **Enable payments**. You go to [Settings > Billing](https://www.carstoragesoftware.com/dashboard/settings/billing).
  </Step>

  <Step title="Finish Stripe setup">
    Follow [Connect payment processing](/docs/settings/connect-payment-processing). When payments are ready, return to Integrations. The overlay goes away so you can open a card.
  </Step>
</Steps>

<Frame>
  <img src="https://mintcdn.com/carstoragesoftware/G8UHOQQoCr9klzqv/images/settings/integrations-catalog-page-sep16.webp?fit=max&auto=format&n=G8UHOQQoCr9klzqv&q=85&s=bd353135651fa98ca7f4d5095018f1a9" alt="Integrations catalog with QuickBooks Online, QuickBooks Desktop, and Xero cards covered by Enable payments overlays" width="1440" height="1400" data-path="images/settings/integrations-catalog-page-sep16.webp" />
</Frame>

*QuickBooks and Xero stay locked until you click Enable payments and finish Billing setup. Other cards stay available.*

## Choose the right accounting tool

<Info>
  **QuickBooks Online** stays connected. After you sign in, new invoices and payments can post to the books on their own.

  **Xero** works the same way for facilities that already use Xero. If you have more than one Xero organisation, you pick the right one during sign-in.

  **QuickBooks Desktop** does **not** stay connected. You download a file for a date range and import that file in Desktop. Use this only if your bookkeeper still runs Desktop on a computer.
</Info>

<Tip>
  **Only one accounting integration at a time**

  If QuickBooks Online is already on, turning on Xero turns QuickBooks Online off. Invoices and exports use the tool that is currently on.
</Tip>

## Connect QuickBooks Online or Xero

<Steps>
  <Step title="Open the card">
    Go to [Settings > Integrations](https://www.carstoragesoftware.com/dashboard/settings/integrations) and click **QuickBooks Online** or **Xero**.
  </Step>

  <Step title="Turn the switch on">
    Turn on **Enable this integration**. If another accounting tool was on, this one replaces it.
  </Step>

  <Step title="Sign in">
    Use the connect button in the window and finish the QuickBooks or Xero sign-in.

    For Xero, confirm the organisation if more than one is listed.
  </Step>

  <Step title="Map accounts">
    After QuickBooks Online connects, choose where cash and check deposits, card payments, income, and fees should land.

    **Why this matters:** Some books use a custom undeposited-funds account. New payments follow the accounts you pick here, so your bookkeeper is not moving money later.
  </Step>

  <Step title="Confirm a test invoice">
    Create or pay a small test invoice, then ask your bookkeeper to confirm it landed the way they expect.
  </Step>
</Steps>

## Export to QuickBooks Desktop

<Steps>
  <Step title="Enable QuickBooks Desktop">
    Open the **QuickBooks Desktop** card and turn on **Enable this integration**.
  </Step>

  <Step title="Match account names">
    Type the income, A/R, and undeposited-funds names exactly as they appear in the Desktop company file.
  </Step>

  <Step title="Download the file">
    Choose a date range and download the file your bookkeeper asked for. Import that file in QuickBooks Desktop.

    **Expected result:** You can download another file any time from the same window. There is no live connection to keep signed in.
  </Step>
</Steps>

## Confirm it worked

* The accounting card you chose shows **On** or **Connected**.
* The other two accounting cards are off.
* A test invoice or export looks correct to your bookkeeper.

## Troubleshooting

<Note>
  **I cannot turn on QuickBooks or Xero**

  The cards stay locked until Stripe payments are enabled on [Settings > Billing](https://www.carstoragesoftware.com/dashboard/settings/billing). You also need the Payments permission to flip the switch.
</Note>

<Warning>
  **I cannot see Integrations in Settings**

  Integrations uses the Schedule permission. Ask a team admin to update access in [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team).
</Warning>

<Tip>
  **Connect is missing from the window**

  Turn on **Enable this integration** first. Sign-in, account mapping, and Desktop download appear after the tool is on.
</Tip>

<Warning>
  **Numbers do not match the books**

  Reconnect QuickBooks Online or Xero from the same window if the sign-in expired. Then ask your bookkeeper to check the account mapping before you send more invoices.
</Warning>

## What to do next

Return to [Connect payment processing](/docs/settings/connect-payment-processing) if taxes or quotes still need setup. Then continue with [Payments](/docs/payments/overview) to send the next real invoice.


## Related topics

- [Browse the Integrations catalog](/docs/settings/browse-the-integrations-catalog.md)
- [Connect Shopmonkey](/docs/settings/connect-shopmonkey.md)
- [Connect HubSpot](/docs/settings/connect-hubspot.md)
- [Settings overview](/docs/settings/overview.md)
- [Connect the API](/docs/settings/connect-api.md)


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