This article applies to QuickBooks Desktop Integration.
If you use QuickBooks Online, please see:
QuickBooks Online Setup
Important:
BridalLive plans to discontinue the QuickBooks Desktop integration in the future. We recommend planning a transition to QuickBooks Online.
If you need assistance with setup or migration, please contact our recommended Financial Consultant.
Overview
BridalLive can export accounting information to QuickBooks Desktop using the QuickBooks Web Connector.
This export helps reduce manual bookkeeping by sending summarized accounting data from BridalLive into QuickBooks.
BridalLive exports the following information:
Merchandise Sales
Unearned Revenue / Customer Deposits
Cost of Goods Sold (COGS)
Receiving Vouchers
These exports create Journal Entries and Vendor Bills inside QuickBooks Desktop.
QuickBooks Desktop Software Requirements
Before using the QuickBooks Desktop export, make sure the following requirements are met:
You are using Windows (the Web Connector only works on Windows).
You are using QuickBooks Desktop (not QuickBooks Online).
The QuickBooks Web Connector is installed.
You can view compatible QuickBooks versions here: https://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector
Important QuickBooks Setup Notes
Before running your first export, confirm the following QuickBooks configuration.
1. QuickBooks must use Accrual Accounting
Your QuickBooks company file must be configured to use accrual basis accounting.
2. Unearned Revenue / Customer Deposits Account
Your QuickBooks setup must include an account such as:
Unearned Revenue
or
Customer Deposits
This should be a liability account on your balance sheet.
BridalLive uses this account to track deposits for merchandise that has not yet been delivered.
3. Merchandise Sales Account
Your QuickBooks setup must include a Merchandise Sales account.
When importing bank deposits into QuickBooks, those deposits should be categorized to Merchandise Sales.
Important:
BridalLive does not export payment transactions to QuickBooks. Instead, it uses journal entries to move funds between:
Merchandise Sales
Unearned Revenue / Customer Deposits
This allows BridalLive to properly account for deposits and completed orders.
Setting Up the QuickBooks Desktop Export
The video below explains how to:
Configure the QuickBooks Desktop integration
Install the QuickBooks Web Connector
Run your first export
Note:
QuickBooks settings are located in:
Settings → Integrations → QuickBooks
If your QuickBooks page shows QuickBooks Online, use the toggle switch on the right side to change to QuickBooks Desktop.
Settings Overview
The integration includes several settings that control how data is exported.
Start Date
This determines how far back BridalLive will export data.
Example:
To export all activity beginning September 1, set the start date to 9/1.
Exports are not duplicated, so previously exported records will not be sent again.
Export Type
You can choose:
Daily (Recommended)
Creates separate journal entries for each day.
Aggregate
Creates one combined journal entry for all unexported data.
Items to Export
You can choose which data BridalLive exports to QuickBooks.
Examples include:
Merchandise Sales
Sales Tax
Deposits
Receiving Vouchers
Cost of Goods Sold
Mappings
Mappings determine how BridalLive activities are connected to QuickBooks accounts.
When entering account names, they must match the QuickBooks account exactly.
If you are unsure how to configure mappings, consult your CPA or bookkeeper.
Merchandise Sales
Represents completed sales in BridalLive.
Map this to your Merchandise Sales account in QuickBooks.
Sales Tax
Exports sales tax from BridalLive.
Map this to your Sales Tax Payable account.
Layaway / Special Order Deposits
Represents deposits collected for orders that are not yet completed.
Typically mapped to:
Unearned Revenue
or
Customer Deposits
Inventory
When items are sold, BridalLive credits the Inventory Asset account.
Cost of Goods Sold
When items are sold, BridalLive records the cost of the item.
Map this to your COGS account.
Voucher Adjustment
Represents discounts applied to Receiving Vouchers.
Map this to the appropriate expense or adjustment account.
Freight In
Represents vendor shipping charges.
Map this to the account used for vendor freight or shipping costs.
Voucher Fee
Represents additional vendor fees associated with inventory purchases.
Sales Tax Vendor Name
This links sales tax transactions to a vendor in QuickBooks.
The vendor name must match exactly.
How Information Is Exported
BridalLive exports three primary categories of accounting data.
Merchandise Sales
Merchandise Sales, Sales Tax, and Deposits are exported as journal entries.
You can find these entries in QuickBooks under:
Company → Make General Journal Entries
These entries adjust:
Merchandise Sales
Sales Tax
Unearned Revenue
to reflect completed orders and deposits.
Cost of Goods Sold
When an item is sold, BridalLive records the cost of the inventory item.
This creates a journal entry that:
Debits Cost of Goods Sold
Credits Inventory Asset
Receiving Vouchers
Receiving Vouchers export as Vendor Bills in QuickBooks.
Each Receiving Voucher in BridalLive creates one bill in QuickBooks.
Vendor
The vendor on the QuickBooks Bill matches the vendor in BridalLive.
Vendor names must match exactly between systems.
Items
Inventory is consolidated into a single QuickBooks item called:
BL Receiving
BridalLive manages item-level inventory while QuickBooks records the accounting value.
Expenses
Fees, discounts, and freight charges appear on the Expenses tab of the bill.
Memo
The memo field contains a reference to the Receiving Voucher in BridalLive.
Running Your First Export
Please watch the video above for instructions on running your first QuickBooks Desktop export.