Accounting Integration (QuickBooks & Xero)

Accounting Integration (QuickBooks & Xero)

Connect BakeOnyx to your accounting software so that invoices, payments, and expenses sync automatically. This saves you time on double-entry and keeps your financial records accurate across both systems.

• Connect BakeOnyx to QuickBooks Online or Xero with a few clicks
• Automatically sync invoices when you send them, payments when you receive them, and expenses when you log them
• Link your BakeOnyx product and expense categories to your accounting software accounts

Before You Start

Accounting integration is available on the Starter plan and above. You'll need:

• An active QuickBooks Online or Xero account
• Admin access to both BakeOnyx and your accounting software
• A few minutes to authorize the connection

Step 1: Open Accounting Settings

1. Log in to BakeOnyx and go to Dashboard
2. Click Settings in the left sidebar
3. Select Accounting Integration

Step 2: Connect Your Accounting Software

Choose which accounting platform you use:

For QuickBooks Online:

1. Click Connect to QuickBooks
2. You'll be taken to QuickBooks to authorize BakeOnyx
3. Log in with your QuickBooks admin account if prompted
4. Review the permissions BakeOnyx is requesting (invoices, expenses, and payments)
5. Click Authorize
6. You'll be returned to BakeOnyx with a confirmation message

For Xero:

1. Click Connect to Xero
2. You'll be taken to Xero to authorize BakeOnyx
3. Log in with your Xero admin account if prompted
4. Review the permissions and click Authorize
5. You'll be returned to BakeOnyx with a confirmation message

Step 3: Map Your Categories

After connecting, you need to tell BakeOnyx which of your accounting accounts to use for different types of transactions.

1. In the Accounting Integration settings, find the Category Mapping section
2. For each BakeOnyx product category (e.g., "Cakes," "Bread," "Custom Orders"), select the matching account from your accounting software
3. Do the same for expense categories (e.g., "Ingredients," "Labor," "Supplies")
4. Click Save Mapping

What Syncs Automatically

Once connected, BakeOnyx will automatically sync:

• Invoices: When you send an invoice to a customer, it syncs to your accounting software as a sales invoice
• Payments: When you record a payment from a customer, it syncs as a payment against that invoice
• Expenses: When you log an expense (ingredients, supplies, labor), it syncs to your accounting software

All syncs happen in the background. You don't need to do anything—just work as you normally would in BakeOnyx.

Checking Sync Status

To see if a transaction synced successfully:

1. Open the invoice, payment, or expense record
2. Look for the Sync Status indicator (usually shown as a small icon or label)
3. Status will show as Synced, Pending, or Failed
4. If a sync failed, BakeOnyx will show an error message. You can retry the sync or contact support

Disconnecting Your Account

If you need to disconnect from QuickBooks or Xero:

1. Go to Settings → Accounting Integration
2. Click Disconnect next to the connected software
3. Confirm the disconnection

Existing synced data will remain in your accounting software, but new transactions won't sync until you reconnect.

Next Steps

• Business Profile Settings — Set up your bakery details for invoices and reports
• Using the Calendar — Manage your orders and production schedule
• Production Scheduler Overview — Plan your daily baking and track costs

Tax-Inclusive Pricing and Your Accounting System

If your bakery uses tax-inclusive pricing (Settings → Orders → Prices include VAT / sales tax enabled), BakeOnyx tells your accounting system to treat the amounts it pushes as tax-inclusive:

• Xero receives LineAmountTypes: 'Inclusive' on each sales invoice, so Xero extracts VAT from the line amounts instead of adding it on top
• QuickBooks receives GlobalTaxCalculation: 'TaxInclusive' on each invoice for the same reason

This is handled automatically — you don't need to change any accounting settings. For full EU VAT compliance in Xero or QuickBooks, you may still want to map your income account to the correct tax code on the accounting side (e.g., "OUTPUT2" for UK standard VAT in Xero, or the appropriate tax rate in QuickBooks).