How Taxually uses your Quickbooks data

Taxually automatically pulls your QuickBooks Online transaction data each month. This article explains how we identify, filter, and process your sales and purchase transactions to help with tax compliance and reconciliation.

What We Pull

Sales Transactions

We pull four types of sales transactions from your QuickBooks account:

• Invoice – Sales invoices issued to customers
• Sales Receipt – Point-of-sale transactions where payment is received immediately
• Credit Memo – Credits issued to customers (amounts appear as negative values)
• Refund Receipt – Refunds given to customers (amounts appear as negative values)

Purchase Transactions

We also pull three types of purchase transactions:

• Bill – Bills received from vendors or suppliers
• Vendor Credit – Credits received from vendors (amounts appear as negative values)
• Purchase – Direct purchases (e.g., cash, cheque, or credit card purchases)

How Transactions Are Filtered

Date Range

We filter transactions using the Transaction Date field in QuickBooks. All transactions dated within the reporting period are included.

For example, if the reporting period is January 2026, we pull all transactions dated between 1 January 2026 and 31 January 2026.

Line Item Filtering

Each transaction contains line items. We include the following detail types:

• SalesItemLineDetail – Product or service sold to a customer
• ItemBasedExpenseLineDetail – Purchased items (for bills and purchases)
• AccountBasedExpenseLineDetail – Account-based expenses (for bills and purchases)

Subtotal lines and discount lines are automatically excluded, as these are summary lines generated by QuickBooks and not actual transaction items.

Data Fields Explained

Transaction Fields

• EntityType – Type of QuickBooks transaction (Invoice, SalesReceipt, Bill, etc.)
• Id – QuickBooks internal transaction ID
• DocNumber – Human-readable document number (e.g., invoice number)
• TxnDate – Transaction date (used for period filtering)
• DueDate – Payment due date (invoices and bills only)
• TotalAmt – Total transaction amount
• GlobalTaxCalculation – How QuickBooks calculates tax for this transaction (e.g., TaxExcluded, TaxInclusive)
• PaymentType – Payment method (for Purchase transactions only, e.g., Cash, CreditCard, Check)

Currency Fields

• CurrencyRef.Value – Currency code (e.g., GBP, USD, EUR)
• CurrencyRef.Name – Currency name (e.g., British Pound Sterling)

Tax Fields

• TxnTaxDetail.TotalTax – Total tax amount for the transaction
• Line.TaxCodeRef.Value – QuickBooks tax code ID for the line item
• Line.TaxCodeRef.Name – QuickBooks tax code name for the line item

Customer and Vendor Fields

• CustomerRef.Value / CustomerRef.Name – Customer ID and name (for sales transactions)
• VendorRef.Value / VendorRef.Name – Vendor ID and name (for purchase transactions)

Line Item Fields

• Line.Id – Unique line item ID within the transaction
• Line.LineNum – Line number within the transaction
• Line.Description – Line item description
• Line.Amount – Line item amount (negative for credit and refund transactions)
• Line.DetailType – Type of line detail
• Line.ItemRef.Value / Line.ItemRef.Name – Product or service reference
• Line.Qty – Quantity (for product and item lines)
• Line.UnitPrice – Price per unit (for product and item lines)

Tax Code Mapping

Taxually automatically processes your QuickBooks data using a global mapping—so there's no manual column mapping required. The only thing you may need to set up are any tax codes that are unique to your business.

You can view and manage your tax code mappings in Tax Settings > Tax Codes.

Data Sync Schedule

Automatic Sync

Your QuickBooks data is automatically synced on the 3rd of each month. Each sync pulls the previous month's transactions. For example, on 3 February, the automatic sync will pull January's data. If data has already been pulled for a given period, it won't be pulled again to avoid duplicates.

Manual Sync

You can trigger a manual data pull at any time:

1. Go to Settings → Integrations
2. Click on your QuickBooks connection
3. Click Pull Data

Reconciliation Guide

Matching Transactions

To match a Taxually transaction to your QuickBooks record, use the DocNumber field (e.g., Invoice #1042) for easy lookup. In QuickBooks Online, search for the document number in the search bar, then cross-reference the EntityType to make sure you're looking at the correct transaction type.

Verifying Totals

Each QuickBooks transaction may produce multiple rows—one per line item. To calculate the transaction total, sum all Line.Amount values for rows with the same Id and EntityType. The TotalAmt field on any row shows the full transaction total for reference.

Common Reconciliation Issues

• Transaction missing: The transaction date may fall outside the reporting period. Check the date in QuickBooks.
• Transaction in wrong month: The transaction date determines the period. Verify TxnDate in QuickBooks.
• Amount doesn't match: Make sure you're summing all line items. Subtotals and discounts are excluded from line-item data but are reflected in TotalAmt.
• Negative amounts: Credit Memos, Refund Receipts, and Vendor Credits appear with negative amounts. This is expected.
• Missing tax code: If a line item has no tax code assigned in QuickBooks, the tax code fields will be blank.

Frequently Asked Questions

Why does my transaction appear in a different month than expected?

We use the transaction date to determine the reporting month. If the transaction was dated near month-end, check the exact date in QuickBooks.

Why are some quantity and unit price fields blank?

Account-based expense lines (e.g., utility bills, rent) don't have quantities or unit prices. Only product and item-based lines include these fields.

What is GlobalTaxCalculation?

This field indicates how QuickBooks calculates tax for the transaction. TaxExcluded means amounts are exclusive of tax; TaxInclusive means amounts include tax; NotApplicable means no tax calculation applies.

Can I connect multiple QuickBooks companies?

Yes. Each QuickBooks company can be connected to a Taxually company. You can connect multiple QuickBooks accounts from the Integrations settings.

Need Help?

If you're having trouble reconciling your QuickBooks data, please contact our support team with the document number or transaction ID, the transaction type, the reporting period, and screenshots from QuickBooks Online showing the original transaction.