VoucherGrid syncs gift voucher transactions to QuickBooks Online as journal entries, keeping your liability and revenue figures accurate for BAS reporting. Available on Premium and Professional plans.
Connect QuickBooks Online
- Go to Settings > Integrations
- Click Connect QuickBooks
- Sign in to your QuickBooks account and authorise VoucherGrid
- You'll be redirected back with a confirmation message
Set up account mapping
After connecting, map five account fields:
- Revenue - where voucher revenue is recognised (an Income-type account)
- Voucher Liability - where unspent balances sit until redeemed or expired (Other Current Liability)
- Bank / Deposit - the account that receives payment (Bank or Other Current Asset)
- Sale Tax Code - the GST code to apply on revenue recognition (optional but recommended)
- Redemption Tax Code - defaults to the sale tax code if not set separately
Don't have these accounts yet? Click Set up for me to create "Gift Vouchers Outstanding" and "Gift Voucher Sales" automatically.
Click Save Account Mappings when done.
What gets synced
VoucherGrid creates QuickBooks journal entries for these events:
| Event | What happens in QuickBooks |
|---|---|
| Voucher sold | Debit Bank, Credit Liability (no tax for face value vouchers) |
| Voucher redeemed | Debit Liability, Credit Revenue (with tax code) |
| Voucher expired | Debit Liability, Credit Revenue (breakage - with tax code) |
| Voucher voided/refunded | Debit Liability, Credit Bank (reversal) |
For non-face value vouchers (GST at sale), the sale entry includes the tax code immediately, and no journal is created at redemption.
Each entry includes a memo like "Gift Voucher Sale - ABC12345" for traceability.
Sync runs automatically with a nightly sweep for anything missed, and token refresh every 20 minutes.
Disconnect QuickBooks
- Go to Settings > Integrations
- Click Disconnect on the QuickBooks card
- Confirm
Previously synced entries remain in QuickBooks. You can reconnect at any time.
Questions?
Contact us at support@vouchergrid.com.
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