If you’re still retyping invoices or sending friday-night spreadsheets to your accountant, we need to talk.
Running a restaurant or retail business already comes with enough complexity. Your accounting shouldn’t be one of them. Integrating your POS system with QuickBooks or Xero can automate the flow of financial data from the front of house to the back office, saving time, reducing errors, and giving you cleaner books from day one.
Whether you’re an operator tired of manual entry or a POS reseller looking to expand your offering, this is a win-win integration you shouldn’t ignore.
1. Save Hours Every Week
Instead of exporting reports and manually entering totals, an integration pushes data automatically. That means no more end-of-day sales summaries clogging your inbox or late nights reconciling refunds.
2. Reduce Human Error
Manual entry = inevitable mistakes. Syncing your POS with QuickBooks or Xero ensures accuracy across taxes, tips, payment types, and refunds, so your reports match reality.
3. Real-Time Visibility
Want to know today’s sales, your top-selling item, or how much tax you’ve collected across three locations? It’s all there, live and accurate.
4. Be Ready for Tax Time
Automated categorization of income, expenses, and taxes means fewer surprises at year-end, and less time chasing receipts.
5. Scale with Confidence
Whether you’re expanding locations or layering on delivery and online orders, a well-integrated system scales without adding manual work.
What Gets Synced?
A strong integration doesn’t just dump your sales totals into a spreadsheet. Here’s what’s typically synced:
- Daily sales summaries
- Payment method breakdowns (cash, card, digital wallets, gift cards)
- Tips and gratuities
- Discounts, refunds, returns
- Inventory adjustments
- Purchase orders and supplier invoices
- COGS and tax categories
This gives you a clean trail from the customer’s order to your final financial reports, no guesswork.
QuickBooks + POS
QuickBooks is a go-to accounting solution for small and mid-sized businesses. Connecting your POS to QuickBooks lets you:
- Automatically import daily sales
- Categorize taxes and tips correctly
- Reconcile payments across channels
- Track COGS and profitability in real time
Pro tip: Be sure your POS sync matches your version of QuickBooks (Online vs Desktop). Most integrations are optimized for QuickBooks Online.
Xero + POS
Xero is known for its simplicity, clean UI, and automation-ready features—especially popular with startups and global brands.
With a POS-to-Xero sync, you get:
- Real-time sales and takings sync
- Instant invoice generation and payments
- Stock adjustments and purchase order management
- Granular COGS visibility
Xero integrations are often app-based and can be found via the Xero App Marketplace.
Can Any POS Be Integrated?
Technically, yes. If your POS doesn’t offer a native integration, you have three options:
- Middleware apps like Amaka, OneSaas, or Zapier
- Manual exports/imports (not recommended long-term)
- Custom API integrations if you have dev resources
But honestly? If you’re choosing a POS today, choose one with a native QuickBooks/Xero integration. It’ll save you time, money, and ongoing headaches.
How to Avoid Common Integration Pitfalls
- Match tax settings in your POS and accounting software
- Choose whether to sync summaries or line items
- Set clear roles, your POS is for sales; your accounting software is for financial reports
- Run a test sync before going live
- Monitor for errors, especially after system updates
For POS Resellers: A High-Value, Low-Maintenance Add-On
If you resell POS systems or offer implementation services, integrations like this are a fantastic upsell. Why?
- You can package it with onboarding for new clients
- It adds recurring revenue without extra support overhead
- It builds retention, clients stick with systems that are fully integrated
- It elevates your brand from “vendor” to “consultant”
Many KitchenHub resellers offer accounting integration as a value-added service, especially for multi-location restaurants that want to simplify reporting across marketplaces and channels.
You Don’t Need to Be an Accountant to Have Clean Books
You just need a system that talks to the one your accountant already uses.
POS integrations with QuickBooks and Xero eliminate friction, reduce overhead, and let you spend less time in spreadsheets, and more time growing your business.
Whether you’re a restaurant operator juggling DoorDash orders or a reseller helping clients clean up their backend, the message is the same:
Stop wasting time on manual accounting. Start syncing your systems the smart way.
