Close The Day Without Entering Every Transaction Twice

Post The Day In A Form Your Bookkeeper Can Read

A busy shop should not have to re-key every order after the counter closes. MFS QuickBooks Sync reads configured store, POS, purchasing, and marketplace activity and posts summary journal entries that can be checked against your daily reports.

The sync is one-way: it reads from the store and pushes to QuickBooks Online. It does not write back to inventory or alter the shop record. Retail sales can remain summarized rather than becoming a customer invoice for every order, while purchasing, vendor, consignor, and payout records may carry the names needed to book those transactions.

You connect your own QuickBooks Online account through Intuit's authorization flow; any QuickBooks subscription remains with Intuit.

Daily Summaries, Without Re-Keying Each Sale

Once per day and per sales channel, the integration posts a small, predictable set of journal entries instead of turning every retail order into a separate customer invoice.

• Two entries per channel, per day: a Sales & Tender entry (revenue, sales tax, discounts, gift-card movement, and how customers paid) and a COGS entry (the cost of the goods sold that day, moving value out of Inventory).
• Tender kept separate from revenue. What you earned goes to income accounts; the money you took is held in a clearing account per payment method until the processor's deposit lands — so a clearing account that won't return to zero is your early warning that a bank deposit is missing.
• Mapped to your chart of accounts. Every posting resolves to an account role you map to a real QuickBooks account — and "set up accounts for me" can create just the accounts your store's features need.
• Secure QuickBooks Online connection. You connect through Intuit's standard OAuth authorization — click, approve, done — with tokens refreshed automatically in the background.
• Preview before it posts. The integration starts in preview mode: every screen shows the exact journal entries that would post, but nothing is sent until the numbers are confirmed against your own daily reports and it's switched live.

One Inventory Value, Kept Honest

Item-level stock and serials stay in your store. QuickBooks holds only the total dollar value in a single Inventory Asset account — and the plugin keeps that figure right as you buy, sell, and adjust.

• Inventory valuation & cost basis. A built-in Inventory Valuation report is the figure you reconcile QuickBooks' Inventory Asset account against at month-end.
• Inventory adjustments & write-offs. Shrinkage and defective stock post as a clean write-off out of Inventory, so your asset value reflects what's actually on the shelf.
• Opening balances at cutover. When you go live, one opening-balance entry sets your starting inventory, gift-card, layaway, and consignor figures so QuickBooks matches your business from day one.
• Buyback refunds reversed cleanly. Refunding a buyback or trade-in fee reverses the original inventory entry instead of booking a sales return.
• Drop-ship sales handled correctly. The cost of a drop-shipped sale is booked as owed to the distributor, not taken out of inventory you never held.
• Month-end snapshots. The Inventory Valuation report keeps a real snapshot for each month-end from the day it’s installed, so past months show what you actually held.
• Freight handled consistently. Inbound freight and vendor fees are either capitalized into inventory cost or expensed separately — your choice — and the daily COGS uses the matching basis, so freight is never counted twice.

From Purchase Order To Payable

• Purchase orders flow through. Publishing a PO posts a matching QuickBooks Purchase Order document against the distributor.
• Receiving posts a Bill. When goods are received, a Bill is booked against the distributor as a vendor — debiting Inventory and crediting Accounts Payable — with landed cost split into unit cost, freight, and vendor fees.
• You pay bills in QuickBooks as usual. The integration records the payable; settling it stays in your normal QuickBooks workflow.
• Vendor names stay readable. Distributor records are represented as vendors, and consignor payout records can include the consignor's payee name so your bookkeeper can identify the payable.

Money You Hold, And Money You're Owed

Not every dollar you take is yours yet, and not every sale deposits the same day. The plugin books each of these to the right account and clears it at the right time.

• GunBroker settlements reconciled. A GunBroker sale parks in a dedicated GunBroker clearing account; the later payout, fees, and marketplace-remitted tax are recorded on a settlement screen that clears the sale back to zero.
• Guns.com as its own channel. Guns.com orders post separately, with seller fees and marketplace tax booked the same way as GunBroker.
• Gun show settlements. Out-of-state gun show sales, host fees, host payments and settlement adjustments post with the day’s POS entry, and closing write-offs post to their own accounts.
• Consignor payouts. What you owe a consignor for sold consigned goods is tracked as a liability and relieved when you pay them — by check or journal entry. A consignor payout is treated as final and isn't clawed back if the sale is later refunded.
• Layaway deposits & gift-card balances. Money held but not yet earned sits in the correct liability account — Customer Deposits for layaway, Gift Card Liability for cards — and converts to revenue only when the layaway completes or the card is redeemed.

Built So The Numbers Can Be Trusted

• Duplicate protection. Each entry has a local key, and a retry checks whether it already reached QuickBooks before posting again, so a rerun or network retry has a clear duplicate check.
• Drawer refunds matched. A manager can tie an older cash refund to the drawer session it came from, so a held day can post and drawer over/short stays accurate.
• Retries and recovery checks. Background work retries transient failures, with a periodic sweep for entries that still need attention.
• Reconciliation tooling. Purchasing and COGS reconciliation reports, plus a month-end checklist, tell you what each clearing and liability account should equal and how to clear it.
• Structured, redacted logging. Every sync action is logged so an issue can be traced — with credentials automatically stripped from the logs.
• Encrypted credentials. Your QuickBooks connection is stored encrypted.
• Multi-store safe. Each store connects to its own QuickBooks company with its own account mapping — books never cross between locations.

Hand It Straight To Your Bookkeeper

Because the plugin posts standard journal entries and supporting documents — not a proprietary black box — a bookkeeper can read exactly what it does. It ships with an accountant reference documenting the chart of accounts, the exact entry for every scenario, the revenue-recognition rules, and a month-end reconciliation checklist. Whether a given treatment fits your books is a decision for you and your accountant; the reference states precisely what the software does so they can review it.