Rentopian offers a real-time integration with QuickBooks online to streamline your accounting. Once the integration is added to your subscription, you'll go to Settings from the main navigation menu, then click on Financial/Payments, and select QuickBooks. You will see a green Connect to QuickBooks button, click on it and connect your QuickBooks account using your QuickBook credentials.
After connecting to QuickBooks, you'll need to select which accounts to use for Income, Expenses, and Assets as well as if you want Rentopian to sync the invoices and related information for both Quotes that have payments on them and all Orders or just Orders. Please make desired selections and click the Update Settings button.
When you have an active connection to QuickBooks you should use tax rates that you have set within your QuickBooks account. To connect your tax rates to Rentopian, navigate to Settings from your main navigation menu, click on Financial/Payments then Tax Rates. On this page you will see the orange Sync with QuickBooks button, please click it and confirm to pull tax rates into Rentopian.
After the above steps are completed, as you work through Rentopian invoices, payments, inventory, clients, etc... will be synced to Quickbooks in real time. Please note, that sale products within Rentopian are synced into Inventory in QuickBooks and this feature is not available on some QuickBooks subscriptions.
Also keep in mind any existing Quotes and Orders that were created prior to connecting your QuickBooks will need to be manually synced with Quickbooks (you can do so by clicking into edit the order and then click the green Update button at the bottom). Any new transactions will be synced automatically unless you check the No Quickbooks option above the Create button when creating a transaction.
Understand Account Mapping Logic
After you connect Rentopian to QuickBooks Online you’ll be prompted to choose which QBO ledger accounts should capture Income, COGS, Inventory, etc. The drop-down menus you see are filtered to show only accounts that fit common accounting rules, so you don’t have to sift through your entire chart of accounts.
Rentopian Field | Filter We Apply to Your QBO Accounts | Why This Filter? |
Income (Categorize Income) |
| Shows every income account so you can route rental revenue correctly. |
Default Income Account |
| Narrows the list to “Sales of Product Income” accounts—handy if you sell retail goods. |
Default Expense Account |
| Limits choices to COGS so direct rental costs don’t hit an operating-expense account. |
Default Asset Account |
| Ensures your inventory book value lands in an Inventory-type asset. |
Default Payable Account |
| Only A/P accounts appear—required for vendor bills created via sync. |
Default Payment Account for Expense |
| Displays bank and card accounts so refunds and payments reconcile to real feeds. |
Note: The filters simply tidy up the drop-downs—you can still pick any active account shown in the list.