Bookkeeping & documents
The money paperwork, kept for you.
- The bookkeeping ledger
- Connect your bank (bank feed)
- Connect QuickBooks Online
- What syncs to QuickBooks
- Charging a QuickBooks invoice from the Payment Extension
- Run ServiceTitan? Charge and reconcile there instead
- Odoo, JobTread and Mindbody
- Reconciling & what to expect
- Profit & Loss (owner-only)
- Statements & tax forms
The bookkeeping ledger
Money → Bookkeeping is a read-only ledger that categorizes every batch, refund, chargeback, and processing fee for you. There's nothing to key in.
The top summarizes the last six months by Sales, Refunds, Chargebacks, Processing fees, and Net, with a detailed transaction list below. Use Re-run categorize if you want to rebuild the ledger after a rules change. To push your activity into your accounting software, connect QuickBooks under Account → Integrations (next).
Connect your bank (bank feed)
Your processing income books itself, but the spending side of your P&L used to be typed by hand. The bank feed fixes that: connect your business checking under Accept Payments → Bank Feed and your bank transactions sync in nightly. Each settled charge is auto-categorized (rent, utilities, supplies, insurance, and so on) and booked as an expense on your Profit & Loss – deposits and transfers are listed but never counted as expenses.
The connection runs through Plaid, the same service banks themselves use. Merchant360 never sees your online-banking password, and the link is read-only: it can list transactions, never move money.
- 1Go to Accept Payments → Bank Feed and click Connect your bank. Pick your bank and sign in on Plaid's secure window.
- 2Your recent transactions appear, categorized. Fix any category from the dropdown – the P&L updates instantly.
- 3Exclude anything that isn't a business expense (personal spend, a duplicate) and it comes off the P&L. You can re-include it later.
- 4That's it – new activity syncs in every night, and Sync now pulls on demand.
Open My Money → Profit & Loss after connecting: your expense picture fills in on its own, and the manual expense form is still there for cash spending that never touches the bank.
Connect QuickBooks Online
Merchant360 syncs your processing activity straight into QuickBooks Online, so you're not re-keying deposits and invoices.
- 1Go to Account → Integrations and click Connect on the QuickBooks Online card.
- 2You're taken to Intuit to sign in and authorize Merchant360 for your company. The connection asks for accounting access only.
- 3Approve, and you land back on Integrations showing Connected, your last-synced time, and Sync now / Disconnect buttons.
- 4Owners and managers can manage the connection. It's a one-time setup: the connection refreshes itself and keeps working.
Prefer Xero? A Xero option lives on the same page. QuickBooks Online is the fuller, fully-supported accounting sync.
What syncs to QuickBooks
Once connected, Merchant360 keeps your books current on its own. Here is exactly what it sends.
- 1Funded deposits: each settled batch posts as a journal entry for the amount actually deposited (your sales net of processing fees), into a clearing account and your processing-sales income.
- 2Chargebacks: post as a journal entry to a Chargebacks & Adjustments expense account.
- 3Invoices you send from Billing Tools: push to QuickBooks as real invoices, with their line items, sales tax, and the customer created for you by name.
- 4Invoice payments: as a customer pays, the payment posts in QuickBooks against that same invoice.
The sync runs automatically every few hours, and you can click Sync now any time. It's safe to re-run: nothing is ever duplicated.
Charging a QuickBooks invoice from the Payment Extension
This one works the other way around: the invoice already lives in QuickBooks, and you want to take a card against it without typing anything twice. With the Merchant360 Payment Extension installed, open the invoice in QuickBooks and a Pay button appears with the balance already filled in. Take the card in the secure checkout that opens, and the money runs on your Merchant360 rates instead of whatever the software bundled in.
Afterwards the payment has to get recorded against that invoice. There are two ways, and which one you want depends on how you actually use QuickBooks.
- 1By hand (the default): after the charge, the extension panel shows the invoice number it read off the screen and a Record in QuickBooks button. One click posts the payment against that invoice.
- 2Automatically: turn on "Mark the invoice paid automatically" on the QuickBooks card under Account → Integrations. From then on, charging from a QuickBooks invoice screen records the payment on its own and the invoice marks itself paid.
Leave the automatic option OFF if your invoices are created somewhere else and synced into QuickBooks – job-management and field-service platforms usually post their own payment when you mark the invoice paid over there, so ours would be the second one. Same if you only use QuickBooks for banking rather than invoicing. When it is on, we skip any invoice that already shows a zero balance, so a payment can't land twice.
Run ServiceTitan? Charge and reconcile there instead
If your invoices live in ServiceTitan, that's where the payment belongs – not in QuickBooks. Connect ServiceTitan on its own card under Account → Integrations, and the Payment Extension will charge a card straight from a ServiceTitan invoice on your Merchant360 rates and record the payment back onto that same invoice. Your existing ServiceTitan-to-QuickBooks export then carries it through exactly as it always has.
This is deliberately kept separate from the QuickBooks connection above. A ServiceTitan charge is never written into your accounting file as well, because ServiceTitan's own export already sends it there – doing both would count the money twice.
- 1In ServiceTitan, create API credentials for Merchant360 and note your Tenant ID, Client ID, Client Secret, and App Key.
- 2Paste all four into the ServiceTitan card under Account → Integrations. We check them against ServiceTitan before saving, so a bad paste is caught right there instead of the first time you take a card.
- 3Pick which ServiceTitan payment type the recorded payments should use, or leave it on the ServiceTitan default.
- 4Optionally turn on "Mark the invoice paid automatically" – same behaviour and the same zero-balance protection as the QuickBooks version.
Only the account owner or a manager can connect it. Your Client Secret and App Key are encrypted and never shown again after saving; to change them, use Update credentials.
Odoo, JobTread and Mindbody
The same idea covers three more systems, each on its own card under Account → Integrations. In every case the payment is recorded back into the system you were looking at – never into your accounting file as well, because these platforms already export there themselves.
Odoo – charge from a customer invoice and Odoo registers the payment against it, reconciled, exactly as the Register Payment button does. You pick which journal it lands in when you connect. JobTread – charge from a customer invoice and the payment is recorded against that invoice.
Mindbody works differently on purpose, because a studio's money is mostly the front counter rather than invoices. If you have a Handpoint card reader paired, the button on a Mindbody sale reads "Charge on terminal" and sends the amount straight to the reader – the member taps or dips, the card is present, and you get card-present rates with far less chargeback exposure than typing a number. "Key it instead" is there for a phone booking or a card that won't read. Either way the sale is recorded in Mindbody against a custom payment method you choose, so your reporting, inventory and client history stay right.
No reader paired yet? The Mindbody button falls back to keyed checkout on its own. Order a terminal from Shop → Supplies & Equipment and it becomes the default at the counter automatically.
Reconciling & what to expect
On the first sync, Merchant360 creates the accounts it needs if they aren't already there: EPI Processing Clearing (a bank-type clearing account), Merchant Processing Sales (income), Merchant Processing Fees (expense), and Chargebacks & Adjustments (expense). Your real bank account is never posted to directly.
To reconcile, when a processing deposit shows up in your bank feed, Match it to EPI Processing Clearing rather than adding it as income. The clearing account then nets to zero, and nothing is double-counted.
A note on detail: because deposits post at their net figure, processing fees are already accounted for inside each deposit and don't appear as a separate expense line, and a refund reduces the deposit it belongs to. Disconnecting stops future syncing but leaves everything already in QuickBooks exactly as it is.
Profit & Loss (owner-only)
For a true P&L, go to My Money → Profit & Loss. It's owner-only, so ownership financials stay away from floor staff.
The statement totals your revenue (register sales, online orders, and collected invoices), subtracts cost of goods and labor, and rolls up your operating expenses into gross and operating profit with margins.
Add expenses right on the page: pick a date and category (rent, utilities, payroll, marketing, supplies, insurance, and more), enter a label and amount, and mark it monthly if it recurs. Set a date range and the numbers recompute.
Statements & tax forms
- 1Go to Money → Merchant Statement to download any month's processing statement as a PDF (with a CSV where available).
- 2Find your 1099-K under Money → Tax Forms. Pick a tax year to see your gross volume by month; when your volume meets the IRS threshold, a Download 1099-K (PDF) button appears. Electronic Payments delivers 1099-Ks digitally, so there's no mailed copy to wait on.
- 3Everything is already itemized, so your accountant gets clean numbers without chasing you down.
