<aside> Quickbooks (QB) is a premier cloud-based accounting platforms for streamlined financial management.

The Quickbooks integration is available for BETA users on Community tier or higher. To use the integration you also need a Quickbooks account.

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ATTENTION: Your Price Categories in BETA, must be an exact-match to an existing Xero/Quickbooks account. Price categories are

If no exact match is found, BETA falls back to the BETASL<TAX> sales account for that item’s tax rate.

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<aside> <img src="/icons/arrow-northeast_blue.svg" alt="/icons/arrow-northeast_blue.svg" width="40px" /> Please see how to change a Price category in your BETA dashboard here

Edit/create a price category/label

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⤷ Xero/Quickbooks Overview

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Below is an Overview of the entire process, and what you need in place, to keep your BETA transactions flowing into Xero/Quickbooks automatically

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1. Connect Your Xero/Quickbooks Organization to BETA

In BETA’s Integrations settings, authorize access to your Xero/Quickbooks organization. Ensure API access is enabled in Xero/Quickbooks and that your BETA and Xero/Quickbooks time-zones match.

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2. Define Your Aggregation Preferences

In BETA’s Xero/Quickbooks integration settings, choose how you’d like your transactions bundled each night into the Draft Journal. You can group by:

Aggregated Task	Non-Aggregated Task
For each category and sales tax rate, one line per category (net of sales and refunds)	For each category and sales tax rate, one line for sales (if any), one line for refunds (if any)
Values listed per top-level category (i.e. both `Cafe:Food` and `Cafe:Drinks` sales would go into `Cafe` category)	Values listed per category (i.e. separate listings for `Cafe:Food` and `Cafe:Drinks`)
For each payment type, one line indicating the total net movement (sales minus refunds)	For each payment type, one line for sales (if any) and one line for refunds (if any)

This setting determines exactly which subtotals appear on each journal line—so you see the right level of detail when you review and post in Xero/Quickbooks.

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3. Verify or Create Core Accounts

On first connect, BETA will generate three default accounts in Xero/Quickbooks:

BETALIAB (liabilities)
BETACURR (bank/cash movements)
BETASL<TAX> (one for each sales tax rate)

If you prefer your own accounts, you can rename or map Price Categories to any existing Xero/Quickbooks account code.

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4. Define or Match Your Price Categories in BETA

In BETA, list all your Price Categories (e.g. “Day Pass,” “Membership,” “Cafe:Drinks”). For each Category, either:

Exact-match its name to a Xero/Quickbooks account, or
Enter a custom Account Code in BETA to override the default.

• Categories using a colon (e.g. Cafe:Food) will post subtotal lines under the parent account (Cafe).

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Tip: How the : Naming Works

Parent:Child Syntax

Anything before the colon (e.g. Cafe in Cafe:Drinks) must match a Xero/Quickbooks account name.

Anything after the colon (e.g. Drinks) becomes a separate line item sub-total under that parent account.

If no colon is used, BETA simply looks for an exact match to your account name or falls back to BETASL<TAX>. </aside>

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5. Automatic Nightly Sync

At 1 AM daily, BETA gathers all day’s sales, refunds, gift-cards, deposits, payroll, etc., into a single Draft Journal in Xero/Quickbooks. Lines are grouped by Price Category (or fallback BETASL<TAX>), tax rate, and payment type.

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6. Review and Post in Xero/Quickbooks

Open the Draft Journal in Xero/Quickbooks, confirm totals and account breakdowns, then click Approve.

Once approved, the journal is posted to your Chart of Accounts—no manual exports or .CSVs are required.

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⤷ Integrate Quickbooks in BETA

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⤷Automatic Account Creation in QB Integration

When you integrate your BETA climbing gym software with Quickbooks, the system will automatically create specific accounts in Quickbooks to help manage your financial transactions.

Here's what you need to know about these accounts:

BETALB : This account is created for all current liabilities, such as deposits and unredeemed gift cards.
BETACR : This account is designed to manage all incoming payments.
BETAS{TAXRATE} : For each tax rate at which you sell products, a unique account is generated with the name above followed by the applicable tax rate. These accounts help you categorise sales based on different tax rates.
LIABILITIES ACCOUNT

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