Bidsquare + QuickBooks Online.

The Bidsquare–QuickBooks integration keeps your accounting data accurate by making Bidsquare the single source of truth for all financial records.

• Data flows one way — from Bidsquare to QuickBooks. QuickBooks never writes back to Bidsquare.
• Syncs are manual — nothing pushes automatically in the background. You control exactly when data moves, so you can finalize invoices, payments and refunds in Bidsquare first, then push clean, complete data across.
• Each sync is smart — when you run a sync, the system creates or updates customer and vendor profiles, invoices and bills, and accurately records deposits, payouts, voids and refunds exactly as they exist in Bidsquare at that moment.

Step 1 — Connect to QuickBooks

Step 2 — Map your data

You can enable Invoice syncing (for buyers), Settlement syncing (for consignors), or both. The goal is to tell the system where each type of financial data should land in QuickBooks.

Invoices — Accounts Receivable (buyer data)

Map each Bidsquare field to a Product or Service in QuickBooks:

Settlements — Accounts Payable (consignor data)

Map each Bidsquare field to an Expense Category in your QuickBooks Chart of Accounts:

Payment Account: select the bank account from which consignor payouts are drawn.

Step 3 — Configure key settings

Display Name Suffix. QuickBooks requires unique display names for customer and vendor profiles. If the same person is both a buyer and a consignor, their names would conflict. Enter a suffix (such as (C) or Vendor) that Bidsquare automatically appends to all vendor profiles. The default is (C) for vendor records; you can add a similar configuration for customers if desired.

Sync Start Date. Choose a date to limit how far back the sync reaches. The system ignores any invoices or settlements generated before this date, protecting your historical records from being overwritten. You can set this up to 18 months in the past.

Step 4 — Test, then enable

Sync at the right time

The best time to sync is after you've closed out your auction, processed refunds and finalized all payments in Bidsquare. A clean Bidsquare record means clean QuickBooks data. There are no restrictions on the volume or frequency of syncing — use your best judgement for your business.

Let Bidsquare manage customer & vendor profiles

Once you start using the integration, stop manually creating customer or vendor profiles in QuickBooks. The sync creates and updates them automatically based on email-address matching. Manual entries can create duplicates with conflicting information.

Use the Sync Summary for troubleshooting

If any records fail to sync, open Sync Summary in Bidsquare. You'll see the exact error message from QuickBooks (for example, "missing billing address") so you know precisely what to fix. Correct the issue in Bidsquare and re-run the sync. Errors are isolated — if 2 of 1,000 records fail, the other 998 sync successfully and no data is lost.

Bulk check printing (QuickBooks 3-up format)

If you prefer printing consignor checks in QuickBooks' 3-up format:

• Generate settlements in Bidsquare without marking them as paid.
• Sync them to QuickBooks — they appear as open bills.
• Use QuickBooks' Pay Bills feature to print your checks in bulk.
• Return to Bidsquare, use Bulk Payout, and record the check numbers to close the loop.

Restrict access & use per-lot line items

Only authorized accounting staff should configure mappings or trigger a sync — use Bidsquare Staff Permissions to hide the QuickBooks tab for everyone else. Bidsquare also syncs invoices with each lot on its own line item rather than one combined total, which is especially useful for invoices with mixed taxability (e.g. a taxable item alongside a non-taxable coin lot).

Buyers and consignors are separate

Even with the display-name suffix in place, QuickBooks keeps strict separation between Customers (buyers) and Vendors (consignors). If someone is both, their invoices and settlement payouts appear on two separate profiles — there is no combined view in QuickBooks.

"Other Charges" are grouped

Custom fees (credit-card surcharges, insurance, photography, etc.) are combined into a single Other Charges line item. The individual breakdown is included in that line item's description field for your reference.

Third-party marketplace invoices (e.g. LiveAuctioneers)

Bidsquare does not pass third-party invoice numbers to QuickBooks. The recommended approach:

• Import the third-party end-of-auction data into Bidsquare.
• Leave those invoices unsent to the buyer.
• Once the marketplace's auto-pay clears, mark the invoices as Paid in Bidsquare.
• Sync to QuickBooks — the records appear in a single, consolidated view.

You don't need QuickBooks open to sync

The integration uses an API token that stays active for roughly 100 days. As long as your Bidsquare dashboard shows Connected, you can trigger a sync any time without being logged into QuickBooks. Syncs run in the background — you don't need to stay on the page while they complete.

Voids are preserved, not deleted

If you delete an invoice or process a full refund in Bidsquare after it's been synced, the next sync will not delete the QuickBooks record. Instead the invoice is marked Voided and the payment is un-applied. All original line-item data is retained, giving you a complete audit trail.

The "Pull Vendors" button

If a vendor was manually created in QuickBooks first and isn't matching correctly, use Pull Vendors from QuickBooks. This forces Bidsquare to fetch the latest vendor list and re-establish email matches before the next sync.

Turn off "Custom Transaction Numbers"

When QuickBooks' Custom Transaction Numbers setting is On, QBO forces any new invoice you create manually to continue the numbering sequence of the last invoice entered — which, after a sync, is a Bidsquare invoice number. Your non-auction invoices (storage, service billing) would then adopt the Bidsquare scheme and cause duplicate-number errors in future syncs. Turn it Off under Settings › Account and Settings › Sales › Sales form content so QBO manages its own sequence independently.

Turn off automated invoice reminders

Because Bidsquare is the single source of truth for buyer invoicing, all invoice communication should originate from Bidsquare. QuickBooks' Automated Invoice Reminders would email buyers about open balances on synced invoices — buyers who have often already paid through Bidsquare. Turn reminders Off under Settings › Account and Settings › Sales › Reminders.