Connecting QuickBooks Online
DiveDesk can post your daily sales totals straight into QuickBooks Online, so your books stay current without anyone re-keying a day’s takings. Connecting is optional, takes a few minutes, and you can undo it at any time.
Connecting or reconnecting
Open QuickBooks in your DiveDesk admin
Log into your shop’s DiveDesk admin and go to QuickBooks in the sidebar. You need an administrator role — managers and sales staff can’t link an accounting system.
Press Connect to QuickBooks
You’ll be handed to Intuit to sign in and pick which QuickBooks company to link. Choose carefully: this is the company your daily sales totals will post to. Intuit sends you straight back to DiveDesk when you approve.
Map your accounts
DiveDesk reads your chart of accounts and asks which account each kind of revenue belongs to — courses, gear, trips, rentals, and anything else. Map every one of them, including "other". An unmapped category doesn’t quietly disappear; it unbalances the journal entry and QuickBooks rejects the whole day.
Preview a day before you trust it
Pick a business day you can check by hand and hit Preview. You’ll see both sides of the journal entry. Confirm it balances and that the totals match what you expect, then post that single day.
Turn on the nightly sync
Once a day posts cleanly, enable sync and DiveDesk posts each closed business day automatically. You can keep posting days by hand instead if you’d rather review each one.
Reconnecting works exactly the same way — press Connect again. If you reconnect to a different QuickBooks company, re-check your account mapping before posting: account IDs are specific to one company, so a mapping made against the old one no longer points anywhere.
Disconnecting
Any shop administrator can disconnect at any time, without contacting us:
- 1.Open QuickBooks in your DiveDesk admin sidebar.
- 2.Press Disconnect QuickBooks.
That deletes your stored tokens immediately and stops every further read and write. You can also revoke DiveDesk’s access from inside QuickBooks, under Settings → Apps — either direction ends the connection.
Journal entries already posted stay in your books. They are your accounting records, and whether to keep, edit, or void them is your decision to make in QuickBooks — not something DiveDesk should reach in and undo on your behalf.
Good to know
Your chart of accounts, and nothing else. We request the accounting scope only — never payments or payroll — and we do not read your customers, vendors, employees, or any existing transactions. The account list is used for one thing: letting you choose where each kind of revenue posts.
One summary journal entry per business day, plus adjustments when refunds happen. Each entry carries daily totals by category — no customer names, no diver records, no medical or waiver information ever goes into QuickBooks. Revenue is derived from each order’s total minus tax, so discounts are already reflected.
No. Every shop-day is claimed in DiveDesk before anything is sent, and the claim is scoped to the specific QuickBooks company, so a day that has posted cannot post again. We also send Intuit a deterministic request ID for each entry as a second layer of protection.
Your access and refresh tokens are encrypted at rest with AES-256-GCM, using a key held outside the database. Intuit rotates the refresh token on every use, and DiveDesk refreshes it on a daily schedule so a quiet season can’t silently expire your connection.
No. Only financial totals are sent. Diver names, contact details, certifications, waivers, and medical questionnaire answers never leave DiveDesk through this integration.
No — it’s entirely optional. DiveDesk also produces a balanced summary you can key in by hand, or export as CSV, from the same QuickBooks page. Shops that use a different accounting package, or none, lose nothing else.
Full detail on how we handle your data is in our Privacy Policy. Still stuck? Email hello@divedesk.io.