Quick Explanation (60 Seconds)

BridalLive and QuickBooks serve two different roles in your business.

• BridalLive manages your inventory, orders, customers, and payments.

• QuickBooks manages your accounting and financial reporting.

BridalLive exports accounting summaries to QuickBooks rather than individual transactions. This allows your accounting records to stay accurate without needing to manually enter the same information twice.

The export primarily creates:

• Vendor Bills for inventory you receive

• Journal Entries for sales, deposits, and cost of goods sold

Important

• The integration is one-way (BridalLive → QuickBooks)

• Individual items, customer invoices, and payments are not exported

• Changes made directly in QuickBooks do not sync back to BridalLive

• BridalLive remains the system of record for inventory and sales

What Information BridalLive Exports

BridalLive exports four main types of accounting information to QuickBooks.

These entries allow your accountant or bookkeeper to maintain accurate financial records without manually entering the same data twice.

What BridalLive Does Not Export

To keep accounting records clean and prevent synchronization issues, BridalLive does not export:

• Individual inventory items

• Customer invoices

• Customer payments

• Changes made directly in QuickBooks

BridalLive should always be used as the system of record for inventory and sales, while QuickBooks manages your financial reporting.

Receiving Vouchers

A Receiving Voucher is created in BridalLive when you receive merchandise from a vendor.

Creating a receiving voucher:

• increases the quantity on hand for the items received

• increases the value of your inventory

When exported, the receiving voucher appears in QuickBooks as a Vendor Bill.

This allows your bookkeeper to pay the vendor invoice using QuickBooks → Pay Bills.

BridalLive also places the Receiving Voucher number in the memo field of the QuickBooks bill to help you easily locate the related record.

To simplify the accounting process, BridalLive creates an item in QuickBooks called BL Receiving Item. This item is used to increase your inventory value when vendor bills are created.

Sales and Sales Tax

Sales and sales tax are recorded in QuickBooks using journal entries.

This approach is used because bridal stores often take customer deposits months before merchandise is delivered.

When a transaction is completed in BridalLive, the export creates journal entries that record:

• sales revenue

• sales tax

• movement of customer deposits

These entries allow QuickBooks to properly recognize revenue when the order is completed.

If you are unsure how these entries should be configured for your accounting setup, consult your accountant or bookkeeper.

Recording Deposits in QuickBooks

QuickBooks cannot automatically determine whether a bank deposit represents:

• a customer deposit

• a final payment

• a completed sale

Because of this, deposits are typically categorized in one of two ways:

Option 1 — Bank Feed Categorization

Many stores connect their bank account to QuickBooks and categorize deposits as Merchandise Sales when reviewing transactions.

Option 2 — Using Undeposited Funds

Some stores use the Undeposited Funds export option and then create deposits manually in QuickBooks using the Make a Deposit feature.

Your accountant can advise which method is best for your store.

Cost of Goods Sold

When an item is sold in BridalLive, the export records the cost of that item in QuickBooks.

QuickBooks records:

Debit: Cost of Goods Sold
Credit: Inventory

This ensures that the value of your inventory decreases when merchandise is sold.

If an item is sold from stock, BridalLive uses the Inventory Cost.

If the item was special ordered, BridalLive uses the cost recorded on the receiving voucher for that item.

Undeposited Funds

If the Undeposited Funds export option is enabled, BridalLive records payments into the Undeposited Funds account.

Payments are grouped by payment method and exported as journal entries.

These entries can then be combined into a single deposit using QuickBooks’ Make a Deposit feature.

To record a deposit in QuickBooks:

1. Click the + icon at the top of QuickBooks

2. Select Bank Deposit

3. Choose the payments listed under Undeposited Funds

4. Click Save and Close

Additional Notes

• This feature requires QuickBooks Online Plus

• BridalLive currently does not export VAT/GST

VAT/GST amounts can be recorded manually using the reports available in BridalLive.

Next Step

If you have not yet connected your integration, see:

How to Connect BridalLive to QuickBooks Online