Caterer Manager and QuickBooks Online
The QuickBooks Online bridge sends your customers, invoices and payments from Caterer Manager to your books, with no re-entry. Included from the Professional plan.
Updated October 4, 2026What the integration does today
- Your customers, invoices and payments go from CM to QuickBooks Online. Nothing comes back the other way: CM stays the source, QuickBooks receives.
- Invoices are sent when issued, paid or overdue; a cancelled invoice is voided in QuickBooks. Payments are sent as soon as they are recorded and applied to the right invoice.
- A settings page maps your ledger accounts, tax groups and payment methods to QuickBooks items, tax codes and accounts, with automatic suggestions.
- Taxes are calculated by QuickBooks from each line’s tax code (GST, QST, HST), keeping your tax reports accurate.
- A tracking table shows every item sent, pending or blocked, with the reason and the fix.
What flows
| Customers | CM → QuickBooks. Name, company, email, phone, billing address. Created when the first invoice needs them, then kept up to date. |
|---|---|
| Invoices | CM → QuickBooks. Number, dates, billed customer, lines grouped by ledger account and tax code, private note with the link to the CM event. |
| Payments | CM → QuickBooks. Amount, date, payment method, reference, applied to the invoice; any surplus becomes a customer credit. |
| Taxes | By tax code; QuickBooks calculates the amounts. Any gap between CM and QuickBooks is flagged. |
| Direction | One way: from CM to QuickBooks. QuickBooks is only read for your lists of accounts, items, taxes and payment methods. |
What does not flow
- Credit notes and refunds are not sent.
- Proposals, uninvoiced orders, events, deposit requests and the product catalogue are not sent. One QuickBooks item is created per ledger account.
- Invoices dated before the start date you choose are not sent.
- QuickBooks Desktop is not supported. The integration targets a Canadian QuickBooks Online company in Canadian dollars with sales tax enabled.
Plan and cost
Included in the Professional and Enterprise plans. Nothing extra to pay on the CM side; your QuickBooks Online subscription remains yours.
Getting started
- 01 In CM, Settings → Integrations → QuickBooks Online: the account owner links the QuickBooks company by signing in with Intuit.
- 02 A checker reviews your QuickBooks company: country Canada, currency CAD, sales tax enabled, custom transaction numbers enabled.
- 03 Map your ledger accounts, taxes and payment methods, or click “Suggest automatically”, then “Create missing QuickBooks items”.
- 04 Choose the sync start date and enable customers, invoices and payments. Sending begins.
Frequently asked questions
What happens if a CM invoice changes after being sent?
It is resent to QuickBooks with the new amounts. If payments already applied exceed the new total, sending is blocked and you are notified.
Who can connect QuickBooks?
The CM account owner links the company and saves the mappings; an administrator can test, retry a sync and read the log.
What if a sync fails?
CM retries on its own several times after a temporary outage. A configuration block (unmapped account, unknown tax) is shown with the fix, and sending resumes when you save.
Does my accounting data leave CM?
Only the customers, invoices and payments you enabled are sent, and only to your QuickBooks company. CM does not access QuickBooks Payments.
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