Configure QuickBooks for Ascend

Written By Ascend knowledge base (Administrator)

Updated at August 17th, 2023

Ascend software is compatible with Quickbooks. If you want to use Quickbooks for your shop's accounting, you'll need to set up a Company File with the recommended Chart of Accounts (COA).

Ascend's retail accountant team also offers Bookkeeping services for Ascend retailers. Learn more here.

Purchase and Download Quickbooks

Ascend is only compatible with Quickbooks Desktop versions. We recommend purchasing one of the following versions:

  • Quickbooks Desktop Pro  - this version is ideal for retailers who only need a single user login for their accounting software. This version is not currently available to purchase online, but can purchased over the phone. To order, please contact Intuit at 1 (877) 683-3280 and request a license for Quickbooks Desktop Pro. 
  • Quickbooks Desktop Premier Plus - this version is ideal for retailers who need up to five user logins for their accounting software and is available to purchase online. To purchase, please follow this link and scroll down to select the latest version of QuickBooks Desktop Premier Plus or contact Intuit at 1 (877) 683-3280 to request a license.

    Please note that Quickbooks Online is not compatible with Ascend.

Set up your account

  1. In Quickbooks, go to File > New Company.
  2. Choose Express Start. The Glad you're here window opens.
  3. Enter your Business Name.
  4. For the Industry field, select help me choose or Other/None.
  5. Select your Business Type from the dropdown menu, or click Help me choose if needed.  
    Screenshot of Quickbooks with Business name, Industry, Help me choose, business type, and Create company all highlighted
  6. Fill in any other information as needed.
  7. Select Create Company. It may take a couple minutes for the file to be created.
  8. Once it's created, select Start Working.
    Screenshot of Quickbooks that reads "Get all the details into QuickBooks". At the bottom is a blue button that says Start Working, it is highlighted
  9. Click on the Lists tab to view your Chart of Accounts (COA).
  10. You should see five accounts:
    1. Payroll Liabilities
    2. Members Draw
    3. Members Equity
    4. Opening Balance Equity
    5. Payroll Expenses
      Screenshot of Chart of Accounts with five accounts visible: Payroll Liabilities, Members Draw, Members Equity, Opening Balance Equity, Payroll Expenses

Configure your COA

Now it's time to import the recommended Chart of Accounts (COA). Be sure to use the correct one; there is one version for single stores, and one for multi-store locations.

  1. In Quickbooks, go to Files > Utilities > Import > Excel Files. The Add or Edit Multiple List Entries window opens.
    Screenshot of Add or Edit Multiple List Entries window with a blue Yes button and a white No button+
  2. Click No. The Add your Excel data to Quickbooks window opens.
    Screenshot of the Add Your Excel Data to Quickbooks window. "Advanced Import" is highlighted
  3. Select Advanced Import. The Import a File window opens.
    1. Click Browse to navigate to the location you saved your COA. Select the COA.
    2. Choose Sheet 1.
      Screenshot of Import a file box with browse next to Select a file. Also highlighted is "Choose a sheet in this Excel workbook" and "Choose a mapping" under Data mapping
  4. Under Choose a mapping, select Add New. The Mappings window opens.
  5. Add this information:
    1. Select COA for Mapping Name.
    2. Choose Account for Import type.
    3. For Type, select ACCNTTYPE.
    4. For Number, select ACCNUM.
    5. For Name, select NAME.
      Screenshot of Mappings with "Mapping Name: COA" highlighted, "Import Type: Account dropdown" highlighted and Quickbooks type, number, and name highlighted
  6. Select Save.
  7. Back on the Import a file window, the Choose a mapping field should be filled in.
  8. Select Import.
    Screenshot of Import a file with "Choose a mapping: COA" highlighted and the blue Import button highlighted
  9. Select Yes to confirm the import on the Import window.
    Screenshot of Import window with blue Yes and white No buttons
  10. The Duplicate records found window opens. This is totally normal!
  11. Just check the circle for Replace existing data with import data, ignoring blank fields.
  12. Select Apply to All.
    Screenshot of Duplicate Record Found. "Replace existing data with import data, ignoring blank fields" highlighted and the Apply to All button highlighted
  13. A prompt will appear asking if you'd like to save the error log. Select Save if you'd like to save it, or Don't Save if you do not.
    Screenshot of Quickbooks Message with Save blue button or Don't Save white button options

Turn on Account Numbers

In order for Quickbooks to work with your Ascend software, you need to turn on the account numbers.

  1. In Quickbooks, navigate to Edit > Preferences > Accounting > Company Preferences.
  2. Check the box for Use Account Numbers.
  3. Select OK.
    Screenshot of Preferences screen. Accounting is highlighted on the left side. The Company Preferences tab is highlighted and the check box is checked next to "Use Account Numbers". That whole section is highlighted
  4. Now you should delete (or make inactive) the five original accounts that existed before the import. They are easy to find because the accounts are five digits long (Ex: 55434). In case you need a refresher, the names are:
    1. Payroll Liabilities
    2. Members Draw
    3. Members Equity
    4. Opening Balance Equity
    5. Payroll Expenses


Q: Where do I get the COA Excel document that I'm supposed to import?

A: You can email to get the document(s).