Connect QuickBooks

If you keep your books in QuickBooks Online, connect it and Hailo sends your studio's money there for you. Your accountant sees every couple, invoice, payment and expense without anyone typing it twice or importing a CSV. Hailo only adds and updates what it sent. It never touches the rest of your books.

Connect QuickBooks

1. Open Settings > Integrations.
2. On the QuickBooks tile, click Connect QuickBooks →.
3. Sign in to QuickBooks in the window that opens, pick your company and approve.
4. Back in Hailo you see "QuickBooks connected" with your company's name, then "One more step: tell Hailo where your money goes." Nothing has been sent yet.

Tell Hailo where your money goes

Click Finish setup → on the tile. The setup screen lists your own QuickBooks accounts, with a likely answer already picked for each. Check them with your accountant if you are not sure.

Question	What it decides
Income account for wedding payments	Every invoice Hailo sends counts toward this account.
Bank account Stripe payouts land in	Each Stripe payout arrives here as one deposit, so your bank feed matches it instead of adding it twice.
Account for card fees	Stripe's cut on each payment goes here.
Account expenses are paid from	Expenses you log in Hailo come out of this account.
Expense categories	Each Hailo expense category goes to one of your expense accounts. Choose Don't send to keep a category out of QuickBooks.
Send everything dated from	Only money dated on or after this day goes over. Older money stays as your accountant entered it, so nothing is counted twice.

Click Start. Hailo shows "QuickBooks is set up." and starts sending.

What Hailo sends

• Each couple, as a customer.
• Each invoice, once it is sent.
• Each payment, applied to its invoice, and each refund.
• Each Stripe payout, as one deposit with its fees.
• Expenses you log in Hailo.

Drafts, proposals and anything you brought in with a CSV import are never sent, since those came from your bank or QuickBooks already. Everything goes over every 15 minutes.

When you edit an invoice or payment in Hailo, the change goes to QuickBooks too. A payment you delete in Hailo is deleted there, and an invoice you void in Hailo is voided there.

The connected tile

Once you have started, the tile says Connected, names your company, and counts what is in QuickBooks, for example "12 invoices and 9 payments in QuickBooks, last sent" and a time.

Action	What it does
Send now	Sends anything waiting right away instead of at the next 15 minutes. Hailo says what went over, or "QuickBooks is up to date."
Change setup	Opens the setup screen again. Click Save changes when you are done.
Disconnect	Hailo asks "Disconnect QuickBooks? Hailo stops sending. Nothing already in your QuickBooks is changed." Confirm and Hailo stops.

Connecting a different QuickBooks company later asks the setup questions again, since your accounts are different there.

When something needs a look

If anything could not go over, the tile lists it with the reason. The common ones:

The tile says	What to do
"Changed in QuickBooks since Hailo last sent it, so Hailo left it alone."	Someone edited it in QuickBooks. Hailo will not write over their change. Fix it in whichever place is wrong.
"QuickBooks already has a customer, vendor or employee with this name."	Rename one of them, in Hailo or in QuickBooks, so the names differ.
"QuickBooks already has an invoice with this number."	Give the invoice in Hailo a different number.
"QuickBooks worked the total out as ..., not Hailo's ..., so Hailo voided its copy."	The two totals disagree. Compare the invoice's lines and tax in Hailo and in QuickBooks, fix the one that is wrong, then Send now.
"Your Stripe pays out by hand ... Match those deposits in QuickBooks yourself."	Your Stripe is set to manual payouts, so match those deposits in QuickBooks. Automatic payouts are sent for you.
"Couldn't reach QuickBooks. Hailo tries again every 15 minutes."	Nothing to do. It goes over on a later try.

If it didn't work

• "QuickBooks connection cancelled." You closed or declined the approval. Click Connect QuickBooks → again.
• "QuickBooks connection couldn't be verified." The approval came back too late or to a different session. Start again and finish in one go.
• "QuickBooks didn't say which company to connect." Start again and pick a company before approving.
• "Couldn't reach QuickBooks just now." on the setup screen. Nothing was changed. Try again in a minute.
• "QuickBooks needs you to connect again." or a Reconnect QuickBooks → button. QuickBooks stopped accepting Hailo's connection. Reconnect to the same company and your setup is kept.
• The waiting overlay never closes. See Approving a connection in your browser.