QuickBooks Online is a cloud accounting software that makes it easy to manage your finances anytime on multiple devices. For more information, please visit QuickBooks.
Lopay lets you import your sales and payment data daily into your QuickBooks account. The integration is easy and simple to set up, and once you've connected your QuickBooks account, Lopay will automatically import your data into the bookkeeping accounts of your choice.
1. How to connect your Lopay account with QuickBooks
Open up the Lopay app on your phone.
Navigate to the “More” tab, scroll down to the Integrations section, and tap on the “Connect to QuickBooks” option.
3. This will open a new window. Tap the “Connect to QuickBooks” button.
4. Enter your QuickBooks login details, then select which QuickBooks organisation Lopay can access and click “Authorise.” Note that you can only connect one Lopay account to one QuickBooks organisation.
5. Connect your Lopay accounts to your QuickBooks accounts (see the “Account mapping” section below for more details).
6. Choose a start date for when you want to retroactively export your sales data.
7. Click 'Save'.
If everything is set up correctly, you will see your Lopay data in QuickBooks around 8am the following day.
2. QuickBooks account type mapping
In order for your Lopay data to be imported, you will need to specify which Lopay data goes into which QuickBooks account. Each transaction type can have a dedicated account in QuickBooks. In order to get a best present your Lopay payments and fees, we suggest that you create separate bookkeeping accounts for each set of data. Below are our suggested mappings.
Lopay data | QuickBooks account |
Lopay sales | Income, Other Income |
Lopay refunds | Income, Other Income |
Lopay tipping | Current Liability, Non-current Liability, Income, Other Income |
Lopay fees | Direct Costs, Overhead, Cost of goods/Expense |
Lopay taxes | No VAT, VAT (5%), and VAT (20%) are automatically mapped to the following QuickBooks VAT rates (Lopay -> QuickBooks):
No VAT -> No VAT VAT (5%) -> 5.0% R VAT (20%) -> 20.0% S
Currently only supported in the UK |
Lopay payouts | Bank account |
Lopay clearings account | Bank account, Nominal account.
Cannot be same as the deposit account |
Lopay cash payments | Cash at bank and in hand
Cannot be same as the deposit account |
Lopay Working Capital | Current Liability, Non-current Liability |
For more details on these category types please click here.
3. Unsupported plans
Certain QuickBooks plans are not supported on Lopay because of their limited functionality. Only QuickBooks Essentials and QuickBooks Plus are supported. The following are not supported on Lopay are:
QuickBooks Self-Employed for sole traders
QuickBooks Simple Start for sole traders
QuickBooks Simple Start for limited companies
4. FAQs
Can I connect multiple Lopay accounts to QuickBooks?
You can only connect one Lopay merchant to one QuickBooks organisation.
How will Lopay transactions display in Quickbooks?
Your Lopay transactions will show in Quickbooks with the "Customer" or "Supplier" listed as "Lopay".
If you have previously used a Lopay integration you may need to ensure these customers and suppliers are not archived within QuickBooks before successfully setting up the configuration. To do this, navigate to the ‘Customers to Supplier’ section in QuickBooks, then in the list view select the settings cog and check the box to "include inactive". For an inactive, you will be given the option to "Make active". Select this before attempting to set up your integration again.
When does the import happen?
When you set up the integration, you can select any date in the past to start the import. This will retroactively import data from Lopay to QuickBooks for each day since the date selected. We recommend selecting a date within your current fiscal year in order to not alter any data in the period before the last closing of your books.
Lopay automatically imports data to QuickBooks once every night. Once you set up the integration, the first Lopay data will appear in QuickBooks the next day.
Can I change the start date after setting up the integration?
After the first successful data import between Lopay and QuickBooks, you cannot change the start date, as it would result in duplicated data for overlapping days.
The data sync has stopped and I’m missing Lopay data in QuickBooks. What can I do?
Open up the Lopay app, navigate to the “More” tab, and scroll down to the “Integrations” section. Tap on “Connected to QuickBooks''. Verify that your connection to QuickBooks is still active, if not, your connection to QuickBooks has been deauthorised – usually due to a password or permission change – and you’ll have to connect again.
If your connection is active, navigate to the QuickBooks settings page and verify that you have a valid account selected for each required field. If an account is missing or has become archived in QuickBooks, you will see an error message. Make sure to select a new account and save the new settings. The integration will automatically backfill data for the missing period with the new settings from the next day.
If all settings look good on the QuickBooks page in Lopay, please check your QuickBooks account and make sure that your subscription is active.
If you’ve carried out the checks above but the issue still persists, please contact Support via the in-app chat or [email protected].
Quickbooks with a Lopay Cash Advance
Account mapping
Cash Advance account – a nominal account of type “Liability (current or non-current)”. This account will appear in the Liabilities section of a balance sheet report. The value of this account represents the amount of the cash advance principal that is yet to be repaid.
Cash Advance Fees account – a nominal account of type “Expense”. This account will appear in the Expenses section of a profit and loss report. Transactions pushed to this account represent fees on the advance paid to Lopay.
All flows of cash are pushed to the account configured for Lopay card payments, as this represents the Lopay liquid account. These cash flows are attributed to the Lopay contact (configured as part of the sales/fees sections of the config).
How this data appears in QuickBooks
The advance transaction is pushed to QuickBooks as a “receive money” transaction into the card payment bank account (the liquid account). This transaction is reconciled to the Cash Advance liability account and thus increases the value on that account.
Repayments of the advance are pushed as “spend money” transactions into the card payment bank account (the liquid account). These transactions are reconciled to the Cash Advance liability account, and thus decrease the value on that account (representing the outstanding principal going down).
Advance fees are likewise pushed as “spend money” transactions into the liquid account, but are reconciled against the Advance Fees expense account, representing a one-off cost to the business