Working with QuickBooks Online

ROIPOS is a Windows desktop point-of-sale application that integrates with Intuit QuickBooks Online. Once connected, ROIPOS keeps your accounting records in sync with your point-of-sale activity — sales receipts, invoices, payments, customers, items, and tax data all flow into your QuickBooks Online company automatically.

About the integration

The integration is designed for retail stores that use ROIPOS at the register and want their sales activity reflected in QuickBooks Online without manual data entry. It works with any QuickBooks Online subscription tier (Simple Start, Essentials, Plus, or Advanced).

ROIPOS does not send your QuickBooks data to any third party. All exchanged data stays between your store’s computer and Intuit’s servers. For a complete description of what data is exchanged and how it is handled, see the ROIPOS Privacy Policy. Your use of ROIPOS is governed by the ROIPOS End-User License Agreement.

Before you begin

You will need:

  • A Windows PC with ROIPOS installed. Download from https://roipos.com/downloads and follow the installer instructions.
  • An active QuickBooks Online subscription.
  • An Intuit account with administrator permissions on the QuickBooks Online company you want to connect. Only company administrators can authorize third-party apps.
  • A default web browser (any modern browser — used briefly for the sign-in step).

Connecting ROIPOS to QuickBooks Online

  1. Open ROIPOS on your point-of-sale computer.
  2. Sign in as an ROIPOS user with administrator permissions.
  3. Go to Admin → Company Preferences → QuickBooks.
  4. Click Connect to QuickBooks Online.
  5. Your default web browser will open to Intuit’s secure sign-in page. Sign in to your Intuit account and select the QuickBooks Online company you want to connect.
  6. Review and accept the permissions ROIPOS is requesting.
  7. The browser will display a confirmation page (“Connected to QuickBooks Online!”). You can close that browser tab and return to ROIPOS.
  8. Back in ROIPOS, the QuickBooks preferences panel will now show that you are connected, along with your QuickBooks company name.
  9. Configure the account mapping, sync schedule, and other integration settings as needed for your business.

Disconnecting ROIPOS from QuickBooks Online

You can disconnect the integration at any time, either from within ROIPOS or from your Intuit account settings.

From within ROIPOS

  1. Open ROIPOS.
  2. Go to Admin → Company Preferences → QuickBooks.
  3. Click Disconnect.
  4. Confirm when prompted. ROIPOS will revoke its access tokens with Intuit and stop sending data to QuickBooks Online.

From your Intuit account

  1. Sign in to Intuit’s Apps & connections page.
  2. Locate ROIPOS in the list of connected apps.
  3. Click Disconnect.

After a disconnect, ROIPOS retains your locally-cached QuickBooks reference data (accounts, items, customers) so that reconnecting later restores the previous mappings automatically. If you want to erase that cached data entirely, contact ROIPOS support.

Reconnecting

To reconnect after a disconnect — for example, if the connection was accidentally revoked or if you have switched QuickBooks Online companies — repeat the connect steps above:

  1. Open ROIPOS.
  2. Go to Admin → Company Preferences → QuickBooks.
  3. Click Connect to QuickBooks Online, sign in with your Intuit account, and re-authorize ROIPOS.

What data is synced

ROIPOS reads from QuickBooks Online

  • Chart of Accounts
  • Customers
  • Items (Service and Non-Inventory types)
  • Tax Codes and Tax Rates
  • Payment Methods
  • Company Info and Preferences (used for validation and configuration)

ROIPOS writes to QuickBooks Online

  • Invoices, Sales Receipts, and Payments corresponding to point-of-sale transactions
  • Credit Memos and Refund Receipts corresponding to refunds and returns
  • Journal Entries used to record inventory adjustments and reconciliation
  • Customers and Items when a matching record does not already exist in QuickBooks Online

ROIPOS does not use the QuickBooks Payments API to charge cards. Payment processing occurs through your separately configured payment gateway; only a record of the completed payment is written to QuickBooks Online.

Viewing sync activity

Every sync produces a detailed log that records what was synced, what was skipped, and any errors encountered. To review:

  1. In ROIPOS, go to Admin → Company Preferences → QuickBooks.
  2. Click View Sync Log History to open the picker of past sync logs.
  3. Filter by Errors or Skipped to focus on issues, or use the search box to find specific records.
  4. Click Open Log Folder to view the raw log files on disk — useful if you need to attach a log to a support case.

Getting help

If you run into a QuickBooks Online sync issue, use one of these in-app options:

  • Admin → Maintenance → Software → Send Log to Support — one-click delivery of the current diagnostic log to the ROIPOS support team.
  • Admin → Maintenance → Software → Remote Support — launch a remote-assistance session so a support technician can join your terminal. See How to get Remote Support for details.

When reporting a sync issue, please include the timestamp of the affected sync. The qbsynclog_*.txt log file records the Intuit trace ID (intuit_tid) for each QuickBooks Online API call, which lets Intuit Support correlate our request to their server-side logs immediately.

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