Note: The only direct QuickBooks integration connection we support is for QuickBooks Online, which syncs data automatically once set up.
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We do not offer a separate QuickBooks Desktop integration, but there are two separate QuickBooks IIF file exports available in VinesOS for download. Once downloaded, you can manually import those into your QuickBooks Desktop version.

​QuickBooks Export (regular IIF QuickBooks): exports every sale individually. For each order in the filtered period, it creates a complete, line-by-line transaction in QuickBooks... including the customer, each item sold, taxes, shipping, tips, discounts, coupons, and any refunds. You end up with one detailed transaction per order. This is the right choice if you want full, itemized detail in QuickBooks.
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​QuickBooks Summary Export (IIF QuickBooks Summary): exports a daily journal for the filtered period instead of the individual sales. It rolls everything up by day: for each day it creates a single journal entry that totals your payments by type (Cash, AMEX, Visa, etc.) and your sales by category (Wine, Tastings, Food & Beverage, etc.), along with taxes, shipping, and gratuity. You get one summarized entry per day rather than one per order. This is the right choice if you just want the daily totals in QuickBooks without importing every single transaction.
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The two IIF file exports above are completely independent; The IIF Summary does not read from, depend on, or require the regular IIF export to have been run or configured first. You can run either one on its own. The one thing to note is that each export has its own account-mapping setup (the regular IIF file export maps detailed accounts; the Summary maps the account names used in the daily journal), so you'll want the account settings configured for whichever export you're using... but setting up or running one is never a prerequisite for the other.

Go to Settings > General Settings > QuickBooks.

On that page, you'll see an option to enable QuickBooks Online Integration.

Turn the integration on and click 'Save'.

You'll then be redirected to the QuickBooks login screen to complete the connection.

It will prompt you to login to your Quickbooks account and Connect.

Once connected, the QuickBooks setting page will be updated with your QBO account name. If you have multiple locations, you'll need to pick a default location for inventory sync.

Before adjusting the rest of the settings, you will have to go into QuickBooks and create your 'Categories'. These 'Categories' will then be usable in the VinesOS QBO Settings Page to organize, sort, and identify your data. The 'categories' you create will be how to separate and track your data, so ensure it is a recognizable name.

Note: If you don't have any of the items set up in QuickBooks, you can click the Refresh button on this page after you've added the product or service to QuickBooks, and they will display here in the VinesOS QBO settings page.

In QuickBooks, navigate to 'Products & Services', and click 'New'. You'll name your item and set it to be a non-inventory item. Check the 'I sell this Product/Service to my Customers'. Set the 'Income Account' to Services and then save. This will now be visible on the VinesOS QBO settings page.

In the VinesOS QBO Settings, you'll use your 'Categories' to map each setting to your product. Here is a brief explanation of what each parameter maps.

Unmapped QBO Default Item - If you have not mapped an item in Vines (It is not linked/synced to QuickBooks), your items will be labeled with whatever category you set. (Recommended Category Name: Unknown)

Shipping QBO Default Item - Shipping costs (Recommended Category Name: Shipping Fees)

Tip QBO Default Item - Tip mapping (Recommended Category Name: Tips)

All discounts, including case, member, and coupon related discounts can be mapped to one category, or unique categories, depending how much granularity you'd like in your reports. You can assign them all to the category 'Discounts' or you can create unique categories in Quickbooks to get customized reports.

Coupon QBO Default Item - Discounts applied from a Coupon (Recommended Category Name: Coupon)

Case Discount QBO Default Item - Discounts applied to case sales (Recommended Category Name: Case Discount or just Discount)

Member Discount QBO Default Item - Member Discount set under VinesOS 'Club' page (Recommended Category Name: Member Discount or just Discount)

Club Shipment QBO Default Item - Discounts applied to shipments (Recommended Category Name: Club Shipment Discount, Club Discount or just Discount)

Shipping Handling Fee QBO Default Item - Handling Fees (Can be assigned to 'Shipping Cost' like previous shipping QBO field, or you can create a different 'category').

Gift Wrap QBO Default Item - If you offer gift wrap on checkout with pricing (Recommended Category Name: Gift)

Tax QBO Default Item

CRV Fee QBO Default Item

CRV Tax QBO Default Item

We recommend creating a category called 'Sales Tax'. Set both the Income Account and Expense Account to "Sales Tax Payable". This ensures your taxes are visible in QuickBooks.

Alternatively, you can choose not to send taxes from VinesOS and let QuickBooks apply its own tax calculations. In that case, only the order's sale amount will flow into QuickBooks, and QuickBooks will assign the tax. However, this may create discrepancies between the tax actually charged to the customer and the tax applied in QuickBooks.

For the most accurate results, we strongly recommend using VinesOS taxes. Our system leverages Avalara tax rates, which are current and updated monthly.

Custom Discount QBO Default Item - Any coupons you apply to an order utilizing the 'Coupon' or 'Modify' button on the POS (Recommended Category Name: POS Coupon)

Additional Fees QBO Default Item - Surcharges/Refunds (Recommended Category Name: Surcharge or Refund)

Please note! You can adjust these settings at any time, but the mapping will only update current transactions, not previous ones. For example, if you rename the 'Additional Fees QBO' field from 'Surcharges' to 'Additional Fees', all orders after the update will reflect the field 'Additional Fees', but older transactions will still show 'Surcharges'.

These 'Categories' are essentially the identifiers for how your sales orders are presented and broken down in QuickBooks.

Navigating to your 'Products' section in Vines, click on any item to begin the mapping process. Clicking on an item (e.g., Syrah), you can navigate to the QuickBooks tab. That tab will show you the QuickBooks integration item. For any item you want synced to QuickBooks, you will have to create an item for it in QuickBooks.

If the item is not in QuickBooks, you can click the column and search for the item or click the green plus sign to add it to QuickBooks.

Clicking the green plus sign will open a pop-up in your Vines site to create the QBO item.

The name of your product will automatically be pulled from your Vines Site.

If you want it to manage your inventory, select yes, and it will pull inventory from Vines.

Your Vines site will be the master inventory for QuickBooks. Any adjustments you make to your inventory on Vines with transfer to QuickBooks. Any adjustments you make in QuickBooks will NOT transfer over, so the best practice is to update your inventory in Vines, not QuickBooks.

If you enable inventory, additional options will appear, such as:

After completion, click 'Create Item' and it will begin mapping it to QuickBooks.

Once mapping is completed and you begin processing orders, the orders will sync in real time to QuickBooks. Clicking on an order will present a new option to either 'Force QuickBooks Sync' (Send it to QuickBooks in real time) or view the sales receipt in QuickBooks.

Outside of mapping your wine to QuickBooks, you will also want to map your flights. You do not need to track inventory or enable tax if you do not plan on selling flights through QuickBooks. If a sale goes over to QuickBooks and does not have a mapped item, it will display as your 'Unknown' item that you configured earlier in the settings.

When you are viewing the 'All Sales' page in QuickBooks, your sales receipts will display the VinesOS order number in the 'Memo' column.

Clicking into an order will show you all order activity, if it was processed, the items purchased, tips, and taxes applied.

You can also quickly navigate to the order through VinesOS by opening the invoice and clicking the 'QuickBooks' dropdown option found at the top right of the order.

Every item will have its assigned 'category' reported based on what you set up in QuickBooks.