From Modisoft to QuickBooks Online
Getting Modisoft totals into QuickBooks Online can be done by typing, by importing a file or through a connecting tool, depending on your setup. This page walks through a safe order for setting it up, what to map, and how to prove the sync is right before you rely on it. We do not set up the connection and we do not sell Modisoft.
Works with your POS, back-office & accounting stack
First find out what your Modisoft plan can send: a file export, a direct connection or nothing automatic. Then map each department, tender and fee to a QuickBooks account, test one month against the bank, and only then run it live. Whichever route you use, check that each day lands once, in the right account.
By the FuelCFO team. Where this page describes a vendor's product, the details come from the vendor's own public descriptions and can change, so confirm them with the vendor. Figures in diagrams are illustrative.
Modisoft is a cloud POS and back office, and what it can send to accounting software depends on your plan. We work from the reports Modisoft already produces and your QuickBooks Online file. We do not set up or change the connection, and we are not part of Modisoft or Intuit. Ask Modisoft or your reseller what your own plan can do, and use this page as the checklist of what the books need.
There are usually three: someone types the daily totals in, a report is exported and imported in a batch, or a connecting tool passes totals across. Ask Modisoft which of these your plan supports, and write down the answer. The right checks depend on the route, so do this before anything else.
Before any totals move, decide which QuickBooks account each department, tender and fee should go to. Fuel, store sales, lottery and sales tax each need their own place. Write the map down in plain words so it can be followed and changed on purpose, not by accident.
Run a closed month through the route you chose and compare the result with the bank. If it ties, you have proof the map works. If it does not, you found the problem before it touched a live month. Do not skip this to save a day.
Pick the first day the sync will cover and write it down. Everything before that date stays as it was. A clean start date stops a day being counted twice, once by the old method and once by the new one.
A sync moves totals. It does not record card fees, match deposits to settlements, or decide how lottery and sales tax are treated. Those stay with the books, so check them every month even when the sync looks perfect.
To see the safe order, go to what we do and the steps below. To see what to check, go to the route table. If a sync you already set up is not behaving, read Modisoft QuickBooks sync not working. For the wider picture, see QuickBooks integration for gas stations.
Each department, tender and fee gets a named QuickBooks account.
We run a past month through your route and compare it with the bank.
We note the first synced day so nothing is counted twice.
We count the days posted and tie them to deposits.
Card fees, lottery and sales tax are recorded in the books.
Ask Modisoft what your plan can send to QuickBooks.
The answer is usually a file export, a direct connection or nothing automatic. Write down which one you have and who supports it.
We do not set it up. We tell you what the books need from whichever route you use.
Decide which account each department, tender and fee goes to.
Keep fuel, store sales, lottery and sales tax apart. Lottery and tax are not income, so they go to liability accounts.
Put the map in a short document that a new employee could follow.
Run one finished month through the route.
Compare the totals with the bank statement and the processor statement. Every difference should have a reason.
If the month does not tie, fix the map before going further.
Pick the first day the sync will cover.
Everything before that day stays as it was. Writing the date down prevents a day being posted twice.
Tell whoever enters totals today to stop from that date.
Let the sync run and check it by hand.
Count the days posted against the days closed. Compare income for a sample day with the report.
Look for the card fee expense. If it is missing, record it.
Repeat the day count and the bank match every month.
A sync can fail without any message. A monthly check is how you find it while the trail is fresh.
If a report or department changes, update the map the same week.
What your plan can do depends on Modisoft. Ask them which routes yours supports.
The first sign of a bad map is a live month that will not tie.
The overlap days are posted by both the old method and the new.
Fuel, store, lottery and tax land in a single income line.
Sales tax and lottery are counted as sales.
Card fees leave the bank and no expense is booked.
A silent failure runs for months.
You want to know what to automate and what to keep checking.
You want a safe order to follow.
You want the books to carry on without a gap.
Not sure what your Modisoft plan can send? Ask Modisoft or your reseller, and send us what they say.
A 30-minute call and about 48 hours of review, free, to see how Modisoft totals reach QuickBooks today and where they stop agreeing.
Every department and tender gets its own QuickBooks account, written down before anything goes live.
We count the days posted against the days closed and tie the deposits to the bank.
Fuel totals mapped to the right accounts as they cross into QuickBooks.
5 services →Each Modisoft department and tender mapped, so nothing lands in a catch-all line.
9 services →Tax and lottery from Modisoft routed to liability accounts through the connection.
4 services →One account map per store, kept consistent across locations.
3 services →FAQ
More guides on the same system, or send us a day or a month for a free review.
The usual causes, a test order to find the gap, and how the books are repaired.
Read more →The usual causes, a test order to find the gap, and how to repair it.
Read more →A safe order for setting up the sync, what to map, and how to prove it is right.
Read more →Send us a day or a month and we'll show you where the three systems disagree.
Get started →See all Modisoft guides →| Every gas station software guide →
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