Fittr integrates with two accounting platforms: QuickBooks Online (QBO) and Xero. Both integrations automatically post sales revenue as journal entries to your chart of accounts, but they differ in how journal entries are structured, how location tracking works, and how tax is handled.

This guide covers setup, configuration, and sync behavior for both platforms.

Multiple connections: You can create more than one connection per provider (for example, separate QBO organizations for different brands). Each connection is configured and synced independently.

After initial setup, you can reopen the configuration modal at any time using the Edit (pencil) icon on a connection card.

Select which of your business locations this connection covers. A location can only belong to one connection per provider at a time.

Each connection operates in one of two modes:

These modes are mutually exclusive. Switching from one to the other does not automatically migrate existing mappings.

Default for new and existing connections: Single book.

Choosing a mode: Use Single book if all locations share the same chart of accounts. Use Per-location book if each location maintains separate books.

Revenue categories are Fittr’s classification for different types of sales (Pack, Pass, Subscription, Drop-in, Giftcard, Refunds, etc.). Each category must be mapped to a specific account in your chart of accounts before a sync can run.

Click Map Accounts on a connection card to open the mapping modal. The modal loads your chart of accounts directly from QuickBooks or Xero.

All categories are shown in a single list. Select an account for each category. The Deposit Account (the asset account that receives the offsetting debit) is also set here and is shared across all locations.

Save when done.

A location selector appears at the top of the modal. Choose a location to view and edit that location’s mappings. You can switch between locations — unsaved changes for each location are held as drafts until you save.

The Deposit Account is shared across all locations on the connection (set once, applies to all).

When you save, all locations with unsaved changes are saved in a single operation.

Sync precondition: In Per-location book mode, every location on the connection must have at least one mapping before a preview or sync can run. The sync will not proceed if any location has no mappings at all.

QuickBooks and Xero: Tax rate mapping is required for scheduled auto-syncs and strongly recommended for manual syncs.

When tax rates are mapped, the journal entry uses net (pre-tax) revenue for each income account credit line and adds explicit credit lines for each mapped tax rate, posting to the configured liability account. The total debit (deposit account) always equals the original gross amount regardless of how many rates are mapped.

Example journal entry (with tax mapping):

When a tax rate has no mapping, the tax amount remains embedded in the gross revenue line for that category. A warning is shown in the preview and sync confirmation. No lines are lost; the journal entry always balances.

Click the Tax Rates button on a connection card to open the tax mapping modal.

Each platform tax rate is listed with its rate percentage. Select a liability account from your chart of accounts for each rate.

The scheduled auto-sync checks whether all tax rates are mapped before running. If any rate is unmapped, the auto-sync job skips the connection entirely for that run. Manual syncs are not blocked — they will proceed with an unmapped-tax warning.

Location tracking allows a Single book connection to post revenue broken down by location within a single journal entry. Each location’s revenue and tax lines carry a tracking tag so your accounting platform can report by location.

Per-location book mode does not use location tracking. It produces separate journal entries per location instead.

Location tracking in QuickBooks uses Departments.

Requirements:

Mapping locations to Departments:

Click the Locations button on a connection card to open the location mapping modal.

For each location, choose one of two options:

After saving, Fittr immediately syncs the mappings with QuickBooks. Each row shows a sync status (pending, synced, or error). Location tracking cannot be used until all location mappings show synced.

Location tracking in Xero uses Tracking Categories and Tracking Options.

Requirements:

Setting up the Tracking Category:

In the Edit connection modal, select the Xero Tracking Category you want to use for location breakdown. This dropdown loads tracking categories from your Xero organization. Archived categories are excluded.

Mapping locations to Tracking Options:

Click the Locations button on a connection card. The modal lists your locations alongside available Tracking Options within the selected category.

As with QuickBooks, all rows must reach synced status before location tracking is active.

Xero note: Xero does not allow deleting Tracking Options once they exist. If you select “Create new”, the option will persist in Xero even if you later remove the location mapping.

The preview shows the complete set of lines that will be posted:

If tax rates are unmapped, a warning banner shows the total unmapped tax amount and the affected rates. The preview can still be confirmed.

If a journal entry already exists for the same connection and date range, a duplicate warning is shown. You can still proceed; a new entry will be posted alongside the existing one.

Click Confirm Sync to post the journal entry to QuickBooks or Xero.

In Per-location book mode, the sync creates one journal entry per location. Each location’s journal entry:

If a location has no revenue in the selected date range, it is skipped silently (no empty journal entry is created).

If a location’s mappings are incomplete, sync is blocked for that location and an error is returned identifying the missing mappings. Other locations are still processed.

Auto-sync runs automatically on a schedule you configure per connection. Supported frequencies:

Auto-sync is gated on:

Each connection card shows a history of sync attempts in an accordion list. Each log entry shows:

From a sync log entry you can delete the journal entry from QuickBooks or Xero directly.

You are in Per-location book mode and one or more locations on the connection have no revenue category mappings. Open Map Accounts, switch to each location, and assign at least one account mapping.

One or more platform tax rates do not have a liability account mapped. Open Tax Rates and assign a liability account to every listed rate. Until this is done, scheduled auto-sync will not run for this connection.

Fittr could not create or verify the Department (QuickBooks) or Tracking Option (Xero) in the provider. Check that:

Retry saving the location mapping after resolving the issue. Sync is blocked until all location mappings reach synced.

A journal entry was already posted for this connection and date range. If the previous entry was incorrect, delete it from the sync logs first, then run the sync again.

Xero does not support deletion of posted manual journals. The integration will void the entry instead. Voided entries remain visible in Xero but are excluded from reporting. This is a Xero platform limitation.