Onespot

Acodei automates the transfer of financial data from Onespot to QuickBooks. Sales, refunds, fees, and payouts sync automatically, eliminating the need for manual data entry and saving time while ensuring accurate accounting.

Scope of the Integration

All transactions from the Onespot-QuickBooks integration sync in real time. Our service covers the following aspects of your Onespot Payments data:

Onespot Action	Integration Action
Sale	Sales made in Onespot are reflected in QuickBooks using Sales Receipts.
Refund	Refunds made in Onespot are reflected in QuickBooks using Refund Receipts.
Payout	Depending on your settings, Onespot payouts are synced into QuickBooks using Bank Deposits or Transfers.
Fee	Depending on your settings, Onespot processing fees are recorded in QuickBooks using Sales Receipts or Expenses.
Invoice	When enabled, invoices created in Onespot sync to QuickBooks, and payments are matched to the corresponding invoice as they are received.

In the Onespot-QuickBooks app settings, you can customize customer data according to your preferences. You can import customer names, emails, and billing details, select a portion of that data, or sync a default customer name, such as Onespot Customer. Customer names are synced to QuickBooks in the Display Name field and are matched against existing customer names.

Holding Accounts

By default, Acodei creates a holding account for you. This holding account reflects your current Onespot Payments balance in QuickBooks. In the default setup, transfers (from the holding account to your checking account) are created in QuickBooks to represent each payout.

In order to get your Payments balance to reconcile on a monthly basis, you need to make sure the beginning balance matches between Onespot (Stripe) and QuickBooks. For example, if you are starting your balance tracking on January 1, you can go to https://dashboard.stripe.com/reports/balance, check your January 1 beginning balance, and ensure that is also the beginning balance in the Onespot payments balance account in QuickBooks.

If you prefer a single bank deposit that combines all your sales and refunds, change your holding account to an Undeposited Funds asset type.

Products and Accounts

Products in QuickBooks refer to the individual items or services a business sells. In the context of Onespot, these are the tuition charges, fees, or other items a school collects payment for. An Account in QuickBooks refers to a financial account used in bookkeeping that is more general than a Product. For example, several products can feed into a single income account such as Tuition or Sales, which appears on your Profit and Loss statement.

During onboarding, you will be asked to select a general sales account, such as Tuition or Sales, to receive your revenue. Acodei then automatically creates a corresponding product. You can review these products and accounts later on the account configuration page, and you can manually create a product in QuickBooks and map it to an account for Sales, Refunds, or Fees.

The ultimate goal is to have a product -> account mapping for your default sales, refund, and fee products. These also serve as fallback accounts if the Multiple Product Mapping does not match.

Multiple Product Mapping

To map multiple Onespot products to different accounts in QuickBooks, open the Multiple Product Mapping section within your Onespot QuickBooks integration.

For example, if you have three items on an invoice and want all three to go to different QuickBooks accounts, create QuickBooks products mapped to those accounts, then use the Multiple Product Mapping screen to configure the mappings from OneSpot to those QuickBooks products.

Inside the mapping module, you map each Onespot item to the QuickBooks product and income account of your choice from your Chart of Accounts. You can map from a Stripe product or by a description (text-based matching). Before saving, make sure the matching QuickBooks products already exist and are mapped to the right account. Once saved, you can resync historical transactions and confirm the mapping is correct.

This is useful for schools that want, for example, tuition, registration fees, and supply fees recorded in separate income accounts rather than lumped into a single revenue line.

Invoice Sync

Acodei offers one-way invoice syncing for schools that create invoices in Onespot while tracking accounts receivable and outstanding balances in QuickBooks. When this is enabled, invoices created in Onespot sync to QuickBooks, and payments are matched to the corresponding invoice as they are received.

If you do not enable Invoice Sync, you will only see payments sync to QuickBooks as Sales Receipts.

Invoice Sync is supported on all OneSpot accounts.

Not Currently Included

Manual and offline payments: The integration currently syncs Stripe-based Onespot payments only. Payments recorded outside of Stripe, such as checks or cash, are not yet included in the sync. However, future updates should support offline payments.

Support

For accounting-specific or integration-specific questions, you can also email Acodei directly at support@acodei.com. If you would like to have an onboarding or support call via video, please email us.

You can also contact the Onespot team at contact@onespotapps.com.