Setting Up the QuickBooks Desktop Integration in NX – NX Restaurant

💼 Setting Up the QuickBooks Desktop Integration in NX

The QuickBooks Desktop Integration allows NX to export your venue’s financial data directly into QuickBooks Desktop through a standardized IIF (Intuit Interchange Format) file.

This integration uses your existing General Ledger (GL) configuration to map sales, taxes, discounts, tenders, and other financial transactions into the correct QuickBooks accounts.

‼️ Before you begin

Before creating a QuickBooks Desktop Integration in NX, you will need to setup and map your General Ledger.

You can do that via the NX Portal → Financial → General Ledger

Learn more here: Setting Up the General Ledger in NX

🧭 Navigation

To create or edit your QuickBooks Desktop Integration:

Go to Venue → Integrations
Click New to create a new integration, or edit an existing one.
In the Integration Partner dropdown, select QuickBooks Desktop

⚙️ QuickBooks Desktop Configuration

Once QuickBooks Desktop is selected as your integration partner, the configuration options will appear.

Integration Fields

Field	Description
Integration Partner	Select QuickBooks Desktop from the list of available integration partners.
General Ledger	Choose the General Ledger configuration you previously set up under Financial → General Ledger. This determines how NX transaction data is mapped to QuickBooks accounts. You will need to set up a General Ledger in NX prior to setting up the Integration Setting Up the General Ledger in NX
Email Addresses	Enter one or more email addresses to receive download links for the IIF file when the integration runs. This allows accountants or bookkeepers to easily retrieve the exported file.
SFTP Address	(Optional) If your accounting team or third-party service requires the IIF file to be automatically uploaded to an SFTP server, enter the destination address here. Leave blank to disable SFTP upload.
SFTP Port	(Optional) The SFTP port number. Leave blank to use the default port (22).

🧠 Tip: You can add multiple email addresses separated by commas. Each listed recipient will receive a link to download the QuickBooks export file after the integration completes.

📤 How the Integration Works

Once configured:

NX will automatically generate an IIF file based on your General Ledger mapping.
The file includes your daily or period-based financial data, grouped and categorized according to your GL setup.
The generated IIF file can then be imported directly into QuickBooks Desktop, maintaining your account structure and journal accuracy.

If an SFTP address is provided, NX will also upload the IIF file automatically to your specified server each time the integration runs.

🕓 When It Runs

NX automatically executes the QuickBooks integration as part of the End of Day process for your venue.
This ensures your financial data is ready to review or import the next business day.

🔔 Note: Ensure your End of Day process completes successfully each night so that the latest IIF file is properly generated.

✅ Summary

Configuration Step	Purpose
Select QuickBooks Desktop	Defines your integration target.
Link to General Ledger	Ensures all NX transactions map correctly to QuickBooks accounts.
Add Email Addresses	Sends download links to accounting staff automatically.
Configure SFTP (optional)	Automates secure file delivery to a remote server.
Verify End of Day processing	Triggers export and file generation.

💡 Best Practices

Review your General Ledger setup before enabling the QuickBooks integration to ensure all mappings are complete.
Use a dedicated accounting email address to receive IIF files for easier tracking.
Test the integration by manually importing a generated IIF file into a QuickBooks Desktop sandbox or test company before going live.
Always back up your QuickBooks company file prior to importing new data.

By setting up the QuickBooks Desktop Integration, NX automates your financial reporting workflow — saving time, ensuring accuracy, and maintaining seamless alignment between your restaurant operations and your accounting system.