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Using Bookkeep with Other Apps

Bookkeep automates the posting of sales, fees, and deposit data for various apps. Therefore, it is important to understand what apps you have connected to your accounting platform.

In the case of QuickBooks Online, this can be done by navigating to the Apps view as discussed here. This is critical to understand to prevent the double booking of financial data. Let's explore this further with an example below.

Example: Shopify store accepting Paypal payments and the Connect to Paypal app​

Let's consider you have an ecommerce store built upon Shopify. In this ecommerce store, you want to offer various payment methods to drive up sales and offer payment flexibility. In this case, you are using Paypal as a payment method. Additionally, prior to learning about Bookkeep you began using the Connect to Paypal app to book Paypal transactions into QuickBooks.

note

The Connect to Paypal app does not summarize for the day and posts each transaction independently.

When setting up Bookkeep for this ecommerce store, you connect our Shopify app and PayPal app. This Shopify connection will post one sales journal entry per day for the prior day sales involving all payment methods. The Bookkeep PayPal app will capture all payments received from the prior day. What this situation has resulted in (if using the Connect to Paypal app simultaneously) is the double booking of Paypal payments received since they would be posting via the PayPal app by Bookkeep as well as the Connect to Paypal app ("Connect to PayPal app lets you handle your PayPal transactions the same way as other bank transactions.")

In this situation, you have a few options:

  • Option 1. Discontinue the Connect to Paypal app to prevent duplication of Paypal transactions coming from Bookkeep PayPal app.

  • Option 2. Exclude the transactions via the Connect to Paypal app that originated from the Shopify store.

  • Option 3. Record Shopify store's PayPal orders and payments processed via the Connect to PayPal app to a clearing account. This method tracks payments moving from Shopify to PayPal, avoiding duplication by not using Bookkeep’s PayPal automation. It reflects an increase in the clearing account at order completion and a decrease when payments are received in PayPal, ensuring accurate tracking of expected PayPal deposits.

In summary, it is important to be aware of what apps are connected to your accounting platform to ensure entries are not being double-booked or booked incorrectly.

If you have any questions, reach out to [email protected].