If you are using the accounting software QuickBooks, RoomRaccoon PMS can automatically export invoices into your QuickBooks account. For this, you or your accountant do not need to do anthing. Easy, right?

Find out everything you need to know aout the connection between RoomRaccoon PMS & accounting software QuickBooks:

Status Checked-Out
RoomRaccoon PMS sends the invoices to QuickBooks of all the newly checked-out bookings. This means a booking needs to have the status checked-out to assure that the invoice is complete and no additional charges can be added. As soon as a booking receives the status checked-out, an unique invoice number is assigned which will be added as reference into your QuickBooks account.

Fully Paid
It is common in many hotels or B&B’s that a guest checks out in the morning, however, the invoice is being paid by the company within a few weeks after the guest’s stay. Even though the status has not been changed to checked-out, the invoice is not being exported to QuickBooks just yet. The bill needs to be settled first.

When you receive a settlement of an invoice by bank transfer, make sure to add it to the reservation.

How often are invoices exported?
RoomRaccoon exports the invoices to your QuickBooks account every night.

I do not have a QuickBooks account yet, how do I get it?
Get in contact with QuickBooks in order to set up an account. As soon as you have an account, you can connect your QuickBooks account to your RoomRaccoon account via the property settings

QuickBooks account?
Already have a QuickBooks account? Great! Read the description below to find out how you can link your accountings software to your RoomRaccoon. 

Autorisation: To grand acces, you need to log into your RoomRaccoon account and click on the link below. This will show you how to set up your account, make sure to tick all the boxes. https://rms.roomraccoon.com/?action=quickbooks&do=authenticateRequest

What we need from you:

• Environment (eg SMEs)
• Administration (eg BV140201)
• Diary (eg KASRR)
• Profit / loss account (eg 1001)
• Ledger account accommodation (eg 8010)
• Ledger account payments (eg 1301, or per RR payment method a separate account)
• List of ledger accounts that can be set per payment method. The payments are then posted. e.g:

On account 1301

Pin payment 2510

Credit card 2520

Cash 2500

• Ledger account for tourist tax (eg 1640)
• VAT code for lodging (eg VL)
• List of ledger accounts that can be set per add-on with per item Name, Ledger account, VAT percentage & VAT code.


F & B 6% 8001 6% VL

F & B 21% 8002 21% VH

Turnover 0% 8000 0% VN

Turnover 6% 8010 6% VL

Turnover 21% 8020 21% VH

QuickBooks also works with various payment methods:

• Amex
• Mastercard
• Visa
• Gift card

Please send the above by mail.

All the above data must exist in QuickBooks & be correct.
Was this article helpful?
Thank you!