QuickBooks Online - Integration Set-up Guide

Before you begin: Confirm that the QuickBooks products/services needed for each 6Storage line item already exists in QuickBooks. Each 6Storage line item should map to its own QuickBooks product/service. Taxes are tracked as a separate product through the 6Storage integration, so mapped products/services should generally be set as nontaxable in QuickBooks to avoid counting tax twice.

1. Open the QuickBooks integration in 6Storage

In 6Storage, go to Settings > Integrations. Locate the QuickBooks integration under the Financial section.

Settings > Integrations in 6Storage

QuickBooks integration tile

2. Connect 6Storage to QuickBooks

Open the QuickBooks integration and select Connect to QuickBooks.

Connect to QuickBooks button

3. Sign in and select the QuickBooks company

QuickBooks will prompt you to sign in. After signing in, select the QuickBooks company you want to connect to 6Storage.

QuickBooks sign-in screen

QuickBooks company selection screen

4. Create a product/service in QuickBooks

Before mapping 6Storage line items, create or review the matching products/services in QuickBooks. This ensures the 6Storage mapping screen can pull in the correct QuickBooks items.

1. In QuickBooks, go to Sales & Get Paid > Products & services.
2. Select New product/service.
3. Choose Service as the item type for standard 6Storage line items, unless your accountant or accounting setup requires a different item type.
4. Enter the product/service name. Use a clear name that matches the 6Storage line item as closely as possible.
5. Select the appropriate Income account.
6. Set the Sales tax category to Nontaxable for products/services that will be mapped to 6Storage line items.

Use the Products & services page to review existing items or create a new one.

QuickBooks Products & services page

When creating the product/service, complete the required fields and confirm the tax setting before saving.

New QuickBooks service setup screen

5. Map 6Storage line items to QuickBooks products/services

After the company is selected, 6Storage will display the line item mapping screen. For each 6Storage line item, choose the QuickBooks product type first. The Product/Services dropdown will then populate from the connected QuickBooks account.

• Set up all needed QuickBooks products/services before mapping.
• Use a separate QuickBooks product/service for each 6Storage line item.
• Do not map two different 6Storage line items to the same QuickBooks product/service.

Select the QuickBooks product type

Select the matching QuickBooks product/service

 

 

6. QuickBooks account type guidance for product/service setup

When creating the QuickBooks account behind each Product/Service, use this guidance to understand the account type each 6Storage line item usually falls under. The final account names may vary by facility and should be confirmed with the operator's accountant or bookkeeper.

6Storage Line Item	Usual QuickBooks Account Type	Common Account Name	Notes
Rent	Income	Rental Income / Storage Income	Standard rental revenue.
Discount	Income	Discounts Given / Sales Discounts	Usually set up as a contra-income account so discounts reduce income instead of being treated as an expense.
Late Fees	Income	Late Fee Income	Tracks late fee revenue separately from rent.
Content Coverage	Income	Tenant Protection Income / Protection Plan Income	Use for tenant protection or coverage revenue.
Fees/Services	Income	Other Service Income	General tenant fees and service charges.
Merchandise	Income	Merchandise Sales	Use for locks, boxes, supplies, or other items sold.
Refundable Deposits	Other Current Liabilities	Refundable Deposits / Security Deposits Payable	Usually a liability because the money may need to be returned to the tenant.
Non-Refundable Deposits	Income	Non-Refundable Deposit Income	Usually income because it is not expected to be returned.
Lease Credit	Other Current Liabilities	Lease Credits Payable	Usually a liability or credit-holding account. Confirm with accountant.
Tenant Credit	Other Current Liabilities	Tenant Credits Payable	Usually a liability because it represents value available to the tenant.
Reservation Fee	Income	Reservation Fee Income	Use for reservation-related fees.
Tax	Other Current Liabilities	Sales Tax Payable	Taxes are tracked as a separate product through the 6Storage integration. Other products/services should usually be nontaxable to avoid double-counting tax.
Default	Income	Uncategorized Income / Other Income	Fallback item only. Operators should review this regularly and avoid relying on it long term.

Important: In 6Storage, the operator maps each 6Storage line item to a QuickBooks Product/Service. The QuickBooks account type is selected inside QuickBooks when creating or editing that Product/Service.

 

7. Review a completed line item mapping

A completed mapping should show a selected product type and a selected QuickBooks product/service for each 6Storage line item.

Example of completed 6Storage line item mapping

8. Map refund accounts

Refund account mapping is required so 6Storage can create refund receipts correctly in QuickBooks. Map each refund type to the appropriate QuickBooks account.

Refund Account Mapping section

Recommended refund account mapping

Refund mapping field	Recommended QuickBooks account
Cash	Map to the QuickBooks cash account, often named Cash on Hand or Petty Cash.
Checking Account	Map to the checking account that receives the related deposits from the payment processor or bank feed.
Clearing Account (Non-Bank)	Use a clearing account for non-cash activity that needs to be recorded but does not directly affect the bank account or cash balance, such as tenant credit activity.

9. Create or review the clearing account in QuickBooks

If the clearing account does not already exist in QuickBooks, create it before completing refund account mapping.

Example clearing account setup in QuickBooks

10. Save the integration setup

Once all line items and refund accounts are mapped, select Save. The QuickBooks integration setup is complete after the mappings are saved successfully.

 

11. Manage transactions after setup

To review transactions created in QuickBooks, go to Sales & Get Paid > Sales Transactions.

QuickBooks Sales Transactions page

12. Match transactions to bank deposits in QuickBooks

To match transactions to bank deposits, go to Accounting > Bank Transactions > Find Transactions. Select Match, then choose the associated transactions.

QuickBooks Bank Transactions page

Matching associated QuickBooks transactions