How to Sync Your Wrap Shop With QuickBooks or Xero (Wraptor Accounting Sync)

To sync a wrap shop with QuickBooks or Xero, run quotes, jobs, and collections in your shop software and let it push the finished records (customers, invoices, and payments) into your accounting file, so nobody types an invoice twice. In Wraptor you connect QuickBooks Online or Xero once under Settings → Accounting & Billing: invoices, approved quotes (as estimates), customers, and payments push out as they happen, and payments or status changes your bookkeeper records in the books come back on the nightly pull. The company file has to use your shop's currency, past invoices stay in your books (only customers can be imported), and card processing fees don't travel with the sync, so you book those from Stripe.

The short version

• •Run the shop in Wraptor; keep the ledger in QuickBooks or Xero. The sync replaces double entry, not your accountant.
• •Invoices, payments, customers, and approved quotes push out. Voided invoices and unapproved quotes are held back.
• •Payments and statuses come back. With Auto-sync on, a nightly pull brings in payments and status changes recorded in your books, and a Paid from your books is always accepted.
• •The currencies must match. A company file in a different currency is rejected at connect.
• •Processing fees aren't in the sync. Payments push at what the customer paid; the fee comes out of your Stripe payout before it reaches your bank.
• •History stays where it is. Import your customers if you want them; past invoices and payments aren't imported.

Why wrap shops keep both

QuickBooks and Xero are ledgers. They're good at receivables, bank reconciliation, tax filing, and the reports your accountant wants. They aren't shop systems: there's no vehicle quoting, proofing, install scheduling, or film inventory. The Wraptor vs QuickBooks comparison lays out the gap line by line.

So most shops run two systems, and the cost is the space between them: invoices retyped from the quote, counter deposits that never reach the books, and one customer saved three different ways. A sync closes that gap: the quote, the job, and the payment happen in Wraptor, and the accounting record appears in your books without anyone keying it in. If your accountant already works in QuickBooks Online or Xero, leave them there and connect it. How to structure the invoice itself is covered in how to invoice wrap jobs.

Bottom line: let each system do its own job, and let the sync carry the records between them.

What syncs, and in which direction

A few rules sit behind that table:

• •Quotes push only once approved. Drafts, declined, and expired quotes stay out of your books.
• •Deleting a synced Draft voids its copy in your books first. A synced Void invoice can't be deleted; it stays as the record of the void.
• •A blank invoice (an amount with no quote lines) pushes as one line for the pre-tax subtotal, with the invoice notes as its description.
• •A payment your bookkeeper records in QuickBooks or Xero lands exactly like one you record by hand: it settles the deposit first, then the balance, marks the job's deposit paid once it's covered, and closes any checkout the customer had open for the old amount. The pay link keeps working for what's left.

Bottom line: finished money records flow out, payments flow both ways, and your job pipeline and accounting history stay where they are.

Before you connect

• •Match the currency. Your shop's currency comes from the Country under Money → Quote Settings → Sales tax & region. The QuickBooks company or Xero organisation must use the same one, or the connect is refused with "That company's currency doesn't match your shop's currency, so it can't be connected."
• •Use a login with the Settings permission. Accounting lives on the Settings page, so by default only the owner and Managers can connect it. The Settings manual shows where it sits.
• •Decide about customers. If your customer list already lives in your books, plan to import it. Matching runs on email first, then company name, so clean up obvious duplicates before you start.
• •Know which QuickBooks you mean. The connection is for QuickBooks Online, and the manual CSV downloads are shaped for QuickBooks Online's own import wizard.

How to connect QuickBooks or Xero

1. 1.Go to Settings → Accounting & Billing.
2. 2.Click Connect QuickBooks or Connect Xero.
3. 3.Sign in at the provider and authorize Wraptor. You return to Settings with the company name shown as connected.
4. 4.Answer "Import your existing QuickBooks customers into Wraptor?" (or Xero) with Import customers or Don't import. QuickBooks sub-customers and projects are skipped, as are Xero supplier-only contacts, and a customer whose email or name matches one of yours is linked instead of created twice.
5. 5.Under Sync Preferences, set Auto-sync and Conflict resolution (next section).
6. 6.Click Sync Now to push your existing invoices, payments, and customers.
7. 7.Check Recent Activity for anything marked as an error.

After the first answer, the import question becomes a standing switch, Import new QuickBooks customers nightly (or Xero). Leave it on and customers your bookkeeper adds keep arriving in Wraptor while Auto-sync is on; the Customers manual lists the other ways customers come in. If you're also moving from another shop system, a bulk CSV import skips the accounting push on purpose; those customers reach your books when one of their invoices or approved quotes pushes, or when you press Sync Now (see the Imports manual).

Choose your sync preferences

Most shops should leave Auto-sync on and keep Wraptor Wins. The quote and the invoice are built in Wraptor, so Wraptor's version is the one you want, and an invoice paid in your books still closes in Wraptor. The two account pickers are Xero only; QuickBooks has no account picker in Wraptor, so synced invoice lines post to your QuickBooks defaults. Have your bookkeeper look at the first few synced invoices and decide how they want them categorized.

Bottom line: Auto-sync on, Wraptor Wins, and on Xero, pick the bank and sales accounts before the first payment comes in.

How processing fees show up in your books

Your customer pays the invoice amount and nothing more. You pay 3.2% + 55¢ per card payment and 1% (max $5) + 0.25% + 25¢ per bank (ACH) payment, deducted before the payout reaches you.

The sync sends each payment at what the customer paid. So your books show the invoice paid in full, while the Stripe payout that lands in your bank is short by the fee. Nothing is wrong; the fee just hasn't been recorded yet. To close the gap:

1. 1.When a Stripe payout lands in your bank, match it to the synced payments it covers. Money → Payments in Wraptor lists every payment with its method and the Stripe reference your bank line shows.
2. 2.Record the difference as a processing-fee expense in QuickBooks or Xero.
3. 3.Use your paid notifications as a check: each online payment's bell shows the gross amount, the processing, and what reached your Stripe balance.

Refunds follow the same logic. A refund doesn't return the processing fee, because Stripe keeps it, so the fee on a refunded payment is still a cost you book. Refunds also aren't among the records that sync, so record a refund in your books yourself.

Bottom line: your books show what customers paid; the fee lives in your Stripe payouts, and you book it from there.

What stays in Wraptor, and what lives in your books

Expenses and purchase orders you record in Wraptor feed its own reports and job margins, but the sync doesn't carry them, so vendor bills still go into your books the usual way. Wraptor's Profit & loss report is a cash-basis view built from payments collected and the expenses recorded in Wraptor; it's for running the shop, while your accounting file stays the record your accountant files from. Invoicing itself is covered in the invoicing manual and on the invoicing feature page.

Common gotchas

• •Duplicate customers. Matching runs on email first, then company name. A contact name alone isn't enough, so a record whose email and company name both differ comes across as a second customer. Merge it by hand.
• •QuickBooks sub-customers and projects don't import. Only top-level customers come across; Xero supplier-only contacts are skipped too.
• •Tax-exempt customers in QuickBooks. A QuickBooks company on automated sales tax needs a legal exemption reason that Wraptor doesn't store. The customer syncs as taxable with a warning in Recent Activity; set the reason in QuickBooks.
• •Voiding an invoice that had payments. Wraptor voids it in QuickBooks too, but QuickBooks leaves those payments as unapplied credits. Delete or re-apply them in QuickBooks.
• •One payment across several invoices. A payment your bookkeeper applies to several invoices at once doesn't come back to Wraptor, because no single invoice can absorb it. Record it per invoice.
• •Draft invoices count. With Auto-sync on, an invoice pushes the moment it's created. Don't create one just to check the numbers; if you do, deleting the Draft voids its copy in your books.
• •A blocked customer holds up its invoices. If a customer can't sync, its invoices and quotes wait, and Recent Activity reads "Blocked — its customer couldn't be synced". Fix the customer first.
• •Expired connection. When the provider refuses the connection, a Reconnect button appears. Reconnecting to a different company starts the links fresh.
• •Disconnecting is safe. Disconnect, then Yes, disconnect, clears the accounting links on customers, invoices, payments, and quotes; your Wraptor data is untouched.

Prefer not to connect? Use the CSV downloads

While nothing is connected, the Accounting card offers Invoices CSV and Customers CSV under Prefer to import manually?, formatted for QuickBooks' own Settings → Import data wizard. Invoices import as open invoices, and drafts and voided invoices are excluded. Paid invoices are included with "(Wraptor PAID)" in the memo, so you can find them and record the payment. It's a one-time export rather than a sync, so later payments and changes don't follow; it suits a shop that would rather not link accounts.

Connect your books to Wraptor

Set your country under Sales tax & region, connect QuickBooks Online or Xero from Settings, import your customers, and create your next invoice; with Auto-sync on, it reaches your books as soon as it exists. Start a 7-day free trial at wraptor.app/trial, with no card required, or book a demo to walk through the sync with your bookkeeper.

FAQ

Does Wraptor integrate with QuickBooks and Xero? Yes. Wraptor connects to QuickBooks Online or Xero from Settings, under Accounting & Billing, and pushes invoices, approved quotes as estimates, customers, and payments to your books. Payments and status changes recorded in your books come back on the nightly pull when Auto-sync is on.

Does the QuickBooks sync go both ways? Partly. Invoices, approved quotes, and customers go from Wraptor to your books, while payments sync in both directions and a Paid status recorded in your books is always accepted. Wraptor never creates invoices from your books, and customers come in only through the opt-in import.

Will my old QuickBooks invoices come into Wraptor? No. Past invoices and payments stay in QuickBooks or Xero, because Wraptor invoices belong to jobs. You can import your existing customers, and everything you invoice in Wraptor from then on syncs out.

Why does QuickBooks show an invoice paid in full when my Stripe payout is smaller? Wraptor pushes each payment at the amount the customer paid, and the processing fee is deducted before the payout reaches your bank. Match each payout to its payments and record the difference as a processing-fee expense in your books. A refund does not return the fee, and refunds are not part of the sync, so record those in your books yourself.

What happens if my QuickBooks company uses a different currency? The connection is refused. The QuickBooks company or Xero organisation must use the same currency as your shop, which comes from the Country set under Quote Settings, in Sales tax and region. The rule is the same for both providers.

Can I send invoices to QuickBooks without connecting? Yes. While nothing is connected, the Accounting card offers Invoices CSV and Customers CSV downloads formatted for the QuickBooks Online import wizard. Drafts and voided invoices are excluded, and the export is a one-time file rather than an ongoing sync.

Manual: Invoicing & billing · Settings · Customers · Imports