Connecting Hospitable with QuickBooks allows your reservation financials and transactions to sync directly into your accounting software. This article explains what financial data is synced, how it’s categorized, and where you can find it in QuickBooks once the connection is complete.
The QuickBooks integration is included for users on the Mogul plan. A separate QuickBooks subscription is required.
What financial data is synced to QuickBooks?
Hospitable tracks financial data from reservations, transactions, and owner statements. This data is tied to your businesses and properties in QuickBooks using classes.
If your QuickBooks subscription does not support tracking categories, you won’t be able to view reports at the Business or Property level. If this level of reporting is important to you, you can either upgrade your QuickBooks plan or use Hospitable’s built-in Profit & Loss reports.
Business-level classes
Business-level data is represented as a parent class in QuickBooks.
At this level, you can track:
Transactions tied to the overall business (not a specific property)
Aggregated financial data from all associated property sub-classes
Business-level reports are not broken down by individual property.
Property-level classes
Property-level data is represented as sub-classes under a parent class.
At this level, you can track:
Reservation financials
Property-specific transactions
Financial details from Owner Statements
Each property sub-class rolls up into its associated Business parent class.
Class Type | Designation | Financial Data |
Parent Class | Business-level |
|
Sub-Class | Property-level |
|
How reservation financials are recognized
Owners and arbitrage-type businesses
Reservation financials are recognized in real time and synced to QuickBooks on the day of check-in. The following data is included:
Accommodations (minus discounts)
Reservation fees
Pass-through taxes
Upsell revenue
Platform service fees
Refunds and reimbursements (depending on whether the refund or adjustment was processed on a booking after a payout had been received)
Property manager statement-type businesses
For property managers who collect payouts and send monthly statements to owners, reservation financials are recognized in real time and synced to QuickBooks on the day of check-in.
The following data is included:
Property management commissions
Property management markup fees on reservations
Reservation fees earned by the property manager
Pass-through taxes remitted by the property manager
Upsell revenue earned by the property manager
Platform service fees owed by the property manager
Refunds and reimbursements (when applicable)
Amount due to the owner on reservations
Once a monthly statement is published and marked as paid, the amount due to the owner is synced to QuickBooks and reversed to reflect that it is no longer outstanding.
Property manager invoice-type businesses
For property managers who invoice owners monthly (where the owner collects payouts), financials are recognized only after an invoice is published and marked as paid.
No reservation financial data is sent to QuickBooks until the invoice is published and paid.
Included data:
Property management commissions on reservations
Property management markup fees on reservations
Property management ad-hoc fees earned by the property manager
Reservation fees earned by the property manager
Pass-through taxes remitted by the property manager
Upsell revenue earned by the property manager
Platform service fees owed by the property manager
Refunds and reimbursements (when applicable)
For both property manager business types, refer to Marking a Statement or Invoice as Paid for additional details.
How financial data is recognized and categorized
Cash-based accounting
Hospitable suggests cash-based accounting to simplify financial reporting.
With cash-based accounting:
Income is recognized when money is received
Expenses are recognized when money is paid
Categorizing income and expenses
During the QuickBooks setup process, you map Hospitable account categories to your QuickBooks Chart of Accounts.
You can:
Accept and sync Hospitable’s recommended structure
Map existing QuickBooks Chart of Accounts
Customize your own Chart of Accounts names to match your preferences
Recommended Charts of Accounts vary by business model. Refer to:
In addition to reservation financials and statements, you can sync custom transactions and expenses from Hospitable.
From My Business → Transactions, you can:
Add transactions individually
Upload transactions in bulk via CSV
When adding a transaction, selecting Sync with accounting sends it to QuickBooks using the selected transaction date.
For additional information, refer to Adding Transactions.
Where to find your financial data in QuickBooks
Once your data is synced, log in to QuickBooks and select Reports from the sidebar.
From here, you can view key reports such as Profit & Loss and Journal reports.
Recommended reports to favorite
You can search, filter, and favorite reports for quick access. Hospitable recommends favoriting:
Profit and Loss – Summary of income and expenses over time
Profit and Loss by Class – Income and expenses by business or property
Profit and Loss by Month – Monthly income and expense trends
Journal – Detailed journal entries synced or entered per account
Reviewing and validating data
Reports can be customized to display the data most relevant to you. To validate accuracy, review individual entries using the Journal report.
Hover over an entry and select Journal Entry to view full details. From there, you can update, edit, or delete entries if needed.
Editing entries in QuickBooks prevents Hospitable from resyncing that data. Only make changes when absolutely necessary. If there is a discrepancy, review the QuickBooks configuration using this Help Document on how to connect your accounting software to Hospitable.
Within each journal entry, reservation codes and stay dates appear in the Memo field at the bottom.
While you do have the ability to adjust information, we suggest only doing so when absolutely necessary. Once a transaction has been adjusted in QuickBooks, Hospitable will not resync the data. If there is a discrepancy, review the QuickBooks configuration using this Help Document on how to connect your accounting software to Hospitable.