9 Best POS Systems That Integrate With QuickBooks

For all-purpose, restaurant, retail and e-commerce, these 10 POS software options are compatible with QuickBooks.
Dec 3, 2020

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In the world of small-business accounting software, QuickBooks is in a league of its own. QuickBooks’ market share is around 80%. With QuickBooks being so widespread, many business owners end up choosing other small-business tools based on whether or not they integrate with QuickBooks.

No matter what type of business you operate, there is a POS system that integrates with QuickBooks that can meet your business needs. The truth is, it’s not hard to find a POS system that works with QuickBooks. But it is hard to find the right POS system for your business — there are just so many options.

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All-purpose POS systems that integrate with QuickBooks

All-purpose POS systems can suit most types of businesses. Here are the best ones that work with QuickBooks:

1. Square POS

Square is one of the most popular POS software providers on the market, and it offers a simple integration with QuickBooks that allows you to import sales and expenses data from your Square payments, view historical data, sync Square Payroll reports and more. To execute the integration, visit the QuickBooks Online Sync with Square website and click “Get Started.”

The QuickBooks integration is only one benefit of using Square POS. The free Square POS app also offers inventory tracking, employee management tools, integrated payment processing and reports that can be exported directly to QuickBooks.

When you sign up for the Square POS app, you get a free Square mobile credit card reader, and Square has a lot of other POS hardware options available for purchase.

When you accept payments through a Square credit card reader, you’ll pay a transaction fee of 2.6% plus 10 cents of the value of the purchase. However, users of more advanced Square POS hardware and software have access to lower rates.

Square POS

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on Square's website

2. Clover POS

Another all-purpose POS system that works well with QuickBooks is Clover POS. To integrate Clover with QuickBooks simply find the Clover app in the “apps” section of your QuickBooks account and log into your Clover account.

Unlike Square, you have to pay to use Clover’s POS software. The cheaper plan (Register Lite), costs $14 per month, plus a 2.7% plus 10 cents transaction fee. With this plan, you can accept all forms of payment; set employee permissions and shifts; process payments offline; send email, text and digital receipts; apply discounts and more.

The more expensive plan (Register) costs $29 per month plus a 2.3% plus 10 cents transaction fee. This plan comes with all the features included in Register Lite, plus inventory management, customer feedback tracking, the ability to build a mailing list and the option to create a customer loyalty program.

There are also four different hardware bundles you can purchase, ranging in price from $69 to $1,349. You can purchase individual pieces of hardware, credit card readers, handheld POS devices and countertop POS terminals through Clover.

3. QuickBooks POS

As an alternative to using a POS system that integrates with QuickBooks, you can use QuickBooks itself. QuickBooks isn’t exactly our top choice as far as POS systems go, but it does offer the convenience of having your accounting and POS functions within the same software.

There is also no subscription fee with QuickBooks POS — you just pay a one-time cost and the QuickBooks POS software is yours to use for as long as you want. All QuickBooks POS software comes with credit card processing, but you’ll have to bring your own merchant account to the table.

Additional software features vary based on the plan you purchase. QuickBooks POS Basic ($1,200) comes with the ability to track inventory, offer discounts and track customer data. POS Pro ($1,700) adds on payroll, a time clock and a gift card and loyalty program. POS Multi-Store ($1,900) features additional enterprise tools, such as the ability to arrange shipments and track inventory across multiple stores.

QuickBooks doesn’t sell its own POS hardware, but you can purchase POS hardware from third parties through your QuickBooks account, including credit card readers, receipt printers, cash drawers, barcode scanners and more.

Restaurant POS systems that integrate with QuickBooks

Our next few recommendations are for restaurant business owners who use QuickBooks to manage their books. These integrations can help with determining food cost percentage, cost per plate and other important metrics. Here are your top options:

4. Toast POS

Toast has a lot of features that can help restaurant businesses — its integration with QuickBooks being one of them. Other features that Toast POS offers include menu management tools, an interface for managing customer orders, a different interface for handling online orders and deliveries, employee performance insights and scheduling tools, a feature for encouraging customers to leave tips, the ability to track customer order history, inventory management and more.

Toast sells proprietary hardware bundles that start at $450 (for a handheld tablet) and go up to $1,350 (for a countertop terminal) to pair with your POS software. You can buy kitchen display systems, customer-facing kiosks and user-facing displays separately. All of Toast’s hardware is Android-based, as the Toast app does not function on iOS devices.

Toast doesn’t provide as many details on payment processing fees, preferring to go with a quote-based pricing model.

You’ll pay $79 per month to use Toast POS on your terminal. Every additional terminal that uses Toast POS will cost another $50 per month.

For an additional fee, Toast will have a member of its team come to your place of business to set up your POS system and teach you how to use it.

Overall, Toast POS is one of the most comprehensive restaurant POS systems on the market, albeit not the cheapest.

5. Lightspeed Restaurant

Lightspeed Restaurant allows you to integrate with QuickBooks directly through your Lightspeed account. Just enter your QuickBooks Online account credentials to authorize the connection.

Once your connection is established, Lightspeed will “begin syncing reference data from your accounting software, providing Lightspeed Accounting with the names of accounts, items and taxes and making them available for mapping.”

Lightspeed Restaurant offers a nice contrast to Toast POS. It’s both cheaper and easier to use, while still offering the core restaurant POS features. This includes payment processing, order management, menu management, tools for managing your floor plan and assigning servers to different areas and tools for managing inventory and staff.

Lightspeed has proprietary hardware bundles, although pricing is quote-based. Your software will cost you $69 per month for one terminal. Pricing for multiple terminals is also quote-based.

Payment processing is not something Lightspeed offers in-house. Instead, you have to integrate your POS system with a third-party payment processor. You will also have to go through your payment processor to get your credit card terminal.

6. TouchBistro

Our third restaurant POS system recommendation is TouchBistro. TouchBistro’s QuickBooks integration is performed utilizing the SHOGO cloud-based integration. During the integration, TouchBistro says “revenue and cost categories are mapped to the related accounts the restaurant has set up in its QuickBooks application, ensuring accuracy between operational and accounting reports to better manage the business.”

TouchBistro is designed to run specifically on the iPad and iPad Mini. Like Lightspeed, you need to work with a third-party payment processor to accept payments through your TouchBistro POS software.

You get all the features you’d expect from a restaurant POS system with TouchBistro, including order, menu, floor plan, inventory and employee management tools, as well as CRM tools. TouchBistro also resells a variety of third-party POS hardware tools, including kitchen printers, cash drawers, barcode scanners and iPad stands. You can also get a digital menu board, self-ordering kiosk, kitchen display system and customer-facing display — all of which cost an additional fee.

TouchBistro offers three different subscription plans, which allow you to bundle the cost of your hardware and software together. For quick-service restaurants, TouchBistro recommends the Solo plan. This plan starts at $69 per month for the software or $105 per month for the software and hardware bundle (billed annually) and allows you to use the TouchBistro software on one terminal.

Restaurants that operate more than one terminal will need TouchBistro’s Dual plan, which costs $129 per month (software only) or $209 per month for the software and hardware bundle. The next step up is the Team plan, which costs $249 per month for software-only or $359 per month for the software and hardware. The most expensive plan is the Unlimited plan, which allows for the operation of six or more terminals. This plan starts at $399 per month for the software or $539 per month for the software and hardware.

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Retail POS systems that integrate with QuickBooks

Retail businesses have just as much need for QuickBooks as restaurant businesses. With a QuickBooks integration, they can easily determine cost of goods sold, their accounts receivables and a variety of other important metrics.

7. Vend

Vend offers a fairly comprehensive integration with QuickBooks. Once synchronized, Vend can send daily sales totals, payment type totals and invoices to QuickBooks Online for bank reconciliation. Vend will also send supplier purchase orders from Vend to QuickBooks Online as accounts payable invoices. Other features that are in the works include the ability to track store credit and gift cards from Vend as liabilities in QuickBooks.

Of all the retail POS systems out there, Vend is one of the more user-friendly. It operates on Android and iOS devices, can take payments offline and features a powerful inventory management system that allows you to bulk import products, print barcodes and assign SKU numbers, place purchase orders and manage your inventory across your brick-and-mortar retail locations as well as on your e-commerce platform.

Other good retail tools include the option to send branded receipts via email; process returns, refunds and issue store credit; train new employees via in-app tutorials and accept all different payment types.

You can purchase third-party POS hardware through Vend or use Vend with your existing hardware.

There are three different pricing plans with Vend: Lite ($99 per month, billed annually), Pro ($129 per month, billed annually) and Enterprise (quote-based). The Lite plan only works with one register. The Pro plan is for one location with multiple registers, and the Enterprise plan is for multiple locations with multiple registers.

8. Square for Retail

Square, the first POS software on this list, also has a retail-specific version of its popular POS software — Square for Retail (Square also has a restaurant POS software called Square for Restaurants). With Square for Retail, users enjoy the QuickBooks integration plus some pretty impressive retail-specific software features.

This includes inventory management tools that allow users to organize stock by category, link vendors to specific items in your catalog, track and transfer your stock across locations and create purchase orders and send them to vendors.

Your CRM lets you create customer profiles automatically during payment, track customer transactions and buying history and automate customer segmentation. Also, Square has paid add-ons that can extend the functionality of your POS, including Square Marketing ($15 per month), Square Payroll ($35 per month) and Square Loyalty ($45 per month).

Square for Retail customers also can get a slightly lower payment processing rate than its all-purpose counterparts: 2.5% plus 10 cents (depending on the plan). The software has a monthly subscription fee.

Square Retail POS

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on Square's website

E-commerce POS systems that will integrate with QuickBooks

E-commerce merchants also need a POS system to oversee and manage sales, and there’s one e-commerce POS system that rises above all the others.

9. Shopify

Shopify’s POS system comes as an added bonus when you create your e-commerce website on Shopify’s platform. Once you integrate your website with QuickBooks, all your orders and refunds show up as sales receipts in QuickBooks. Shopify will also automatically update QuickBooks with the details of each sales transaction, including how many of each item you sold.

Outside of that, Shopify POS offers all the basic POS functions: digital payment processing (via Stripe), the ability to apply discounts, arrange shipping manage inventory and save customer information.

If you sell online and in-person, Shopify can also supply you with POS hardware tools. In fact, when you sign up, you’ll receive a free mobile card reader. You can also buy barcode scanners, cash drawers and receipt printers through Shopify.

Shopify POS comes as a built-in feature when you sign up for a Shopify website. Overall, there are three different Shopify pricing plans, all of which come with a POS system. They range in price from $29 per month to $299 per month. Here’s the breakdown on all three:

  • Basic Shopify: This plan provides you with a basic Shopify website on which you can build your e-commerce business. It costs $29 per month and comes with a 2.9% plus 30 cents online payment processing fee.

  • Shopify: This plan comes with everything in the Basic plan plus additional staff accounts, a gift card program and professional reporting tools. It costs $79 per month and comes with a 2.6% plus 30 cents payment processing fee.

  • Advanced Shopify: This is an enterprise plan that comes with 15 staff accounts and the ability to manage up to eight different stores. It costs $299 per month and has a 2.4% plus 30 cents payment processing fee.

Shopify Ecommerce

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on Shopify's website

QuickBooks Online resources

Read more about how QuickBooks Online works.

Frequently asked questions

Having a QuickBooks and POS integration means that data from your POS system will be seamlessly transferred to your QuickBooks account without you having to do anything. This includes data on sales figures, income, expenses, invoices and more. The benefit is that you no longer have to manually enter any of this data into QuickBooks, which reduces human error and helps your business operate more efficiently.

With your QuickBooks and POS integration, you’ll be able to understand your business’s profit margins and labor cost, create tax documentation, evaluate payroll taxes, track sales tax and log mileage for tax deduction purposes, among other tasks.

You may already know that there are three different types of QuickBooks products — QuickBooks Online, QuickBooks Desktop Pro and QuickBooks Mac. The one that will integrate with most POS systems is QuickBooks Online. This is because it’s a cloud-based application (your data is stored on third-party servers and transferred to your device via the cloud).

There are also two different ways to integrate QuickBooks with your POS system: a direct integration and an indirect integration. Direct integration To directly integrate QuickBooks with your POS system, you would go into the “integrations” tab within your POS system’s dashboard and select QuickBooks. You’d then be prompted to log into your QuickBooks account. You may have to configure certain aspects of your integration.

With QuickBooks directly integrated, data will be automatically shared between the two systems. Indirect integration An indirect integration is when you connect two different software systems that don’t have a built-in integration. With QuickBooks, this would mean downloading your data from your POS as a CSV file and then uploading that CSV to QuickBooks.

This obviously requires more work, which is less than ideal. All the POS systems below feature a direct integration with QuickBooks.

A version of this article was first published on Fundera, a subsidiary of NerdWallet.