OK Book Sync
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Using OK Book Sync

Set up OK Book Sync, step by step

By Aaron, a restaurant owner who books his own stores on Toast and QuickBooks Desktop. Updated .

In short

Install the app on the Windows PC that has QuickBooks Desktop. It opens on a six-step setup: where sales come from, connect Toast, your stores, connect QuickBooks, match accounts, and the daily schedule. Then get one day's sales, compare it with Toast, and send it to QuickBooks.

What you need

  • A Windows 10 or 11 PC with QuickBooks Desktop Pro, Premier or Enterprise, and the company file it opens. QuickBooks Desktop isn't supported on ARM PCs, like Snapdragon laptops: use one with an Intel or AMD processor.
  • Toast API access credentials (Toast's Essentials plan or higher), or Toast's daily summary emails.
  • The QuickBooks Admin login.

Install

  1. Start a free trial at okbooksync.com/start. The download on the next page has your license key in its file name, so the app turns itself on.
  2. Run the installer. You don't need admin rights. Leave Start automatically when I sign in ticked: the daily schedule depends on it.
  3. If Windows says Windows protected your PC, choose More info, then Run anyway. The installer is new and not code-signed yet, so Windows doesn't know it. Only do this for an installer you downloaded from okbooksync.com.

The app shows up in Windows as Toast to QuickBooks. On QuickBooks 2021 or older, use the 32-bit installer: here's why.

The six setup steps

  1. Where sales come from. Your Toast API key (recommended: complete entries with tax, tips and every payment type), or Toast's daily emails (sales by category only, and every day waits for your review).
  2. Connect Toast. Paste the API access URL, Client ID and Client secret. The app checks them right away. With the daily emails instead, the app shows the address to add in Toast (here's how).
  3. Your stores. Paste each location's ID. Store names come from Toast, and a short code and a QuickBooks class are filled in for you.
  4. Connect QuickBooks. Open the company file as Admin and click Connect. When QuickBooks asks, choose Yes, always; allow access even if QuickBooks is not running (more on that prompt). Connecting also reads your file, without changing anything, to see how your books are set up.
  5. Match accounts. Every Toast line already has a suggested account, with the reason underneath, like "Used in 380 of your daily sales entries". Change anything that's off, then save.
  6. Daily schedule. Pick the time, at least an hour after your Toast closeout hour, and whether balanced days go to QuickBooks on their own or wait for your OK.

Send your first day

  1. Back up the company file.
  2. On Today, click Get sales.
  3. Compare the day with Toast's Sales summary for that store and day.
  4. Click Send to QuickBooks. If anything is off, Undo takes it back out and nothing else in QuickBooks changes.

Every morning after that

The Today screen shows one ticket per store: Ready to send, Check before sending (Toast reported something unusual, with the reason), Needs an account (something new, like a new delivery partner), or No sales. Closing the window keeps the app running in the tray, next to the clock, and a Windows notification tells you when something needs you.

Your plan

It's free for 14 days on each PC. After that, sending days to QuickBooks needs Sales Sync, $25 per store, per month. Getting sales, history and Undo keep working either way, and nothing is deleted.