QuickBooks Sync Guide

By creavio Team April 10, 2026 1 views

creavio and QuickBooks

creavio tracks your photography income and expenses. QuickBooks does your books. Together, they keep your finances accurate without double data entry.

This guide covers exporting financial data from creavio to QuickBooks. If you use QuickBooks for full bookkeeping (most photographers with revenue over $50K/year should), this workflow keeps everything in sync.

Export Options

Manual CSV Export

The simplest approach. Works with any QuickBooks plan.

  1. In creavio, go to Money > Revenue
  2. Set your date range (monthly is recommended)
  3. Click Export and choose CSV
  4. The export includes: invoice number, client name, date, amount, payment status, payment method
  5. In QuickBooks, go to Banking > Upload Transactions or import via the CSV import tool
  6. Map the fields and import

For expenses, do the same from Money > Expenses. Export includes: vendor, date, amount, category, receipt status.

Zapier Automation

For hands-free sync, use Zapier to connect creavio and QuickBooks:

  • Trigger: Invoice Paid in creavio
  • Action: Create Sales Receipt in QuickBooks

This creates a QuickBooks entry every time a client pays an invoice. No manual export needed. Set it up once and forget it.

What to Sync

Income

Every paid invoice should have a corresponding entry in QuickBooks. The key fields to transfer:

  • Client name (customer in QuickBooks)
  • Invoice date
  • Payment date
  • Amount (gross, before Stripe fees)
  • Stripe processing fee (record as an expense)
  • Net amount received

Expenses

creavio's expense categories map to standard QuickBooks categories:

  • Equipment & Gear → Office Supplies or Equipment
  • Software → Computer and Internet Expenses
  • Travel → Travel Expense
  • Education → Education and Training
  • Marketing → Advertising and Promotion
  • Insurance → Insurance

Your accountant may want different category mappings. Check with them before your first import.

Stripe Fees

Do not forget to track Stripe processing fees as a business expense. When a client pays $1,000, you receive approximately $970.70 after Stripe's cut. That $29.30 is a deductible business expense. Export your Stripe fee report from dashboard.stripe.com monthly and import it into QuickBooks.

Reconciliation

Monthly, compare your creavio revenue report with your QuickBooks income. The totals should match. If they do not, check for:

  • Invoices marked as paid in creavio but not yet imported to QuickBooks
  • Refunds or partial payments that need adjustment
  • Payments received outside of creavio (cash, Venmo) that need manual QuickBooks entries

Tax Season Preparation

When your QuickBooks is synced with creavio data, tax prep is straightforward. Your accountant gets a clean QuickBooks file with all income and expenses categorized. Pair this with your Stripe 1099-K and your Schedule C practically writes itself.

creavio's tax estimate feature gives you a rough projection throughout the year. QuickBooks gives you the precise numbers your accountant needs. Use both.