Pavilion integrates with QuickBooks Online to send accounting activity from Pavilion into your QuickBooks account.
When transactions happen in Pavilion, the system records the financial impact using Journal Entries. These entries contain the debit and credit lines that represent activity such as sales, payments, refunds, taxes, inventory cost, and register totals.
Journal Entries are created automatically in Pavilion and then synced to QuickBooks Online.
⚠️This integration works only with QuickBooks Online and is not supported with QuickBooks Desktop.
What Is a Journal Entry?
A Journal Entry is an accounting record that captures the financial impact of a transaction.
Each Journal Entry includes debit and credit lines. These lines show how the transaction affects different ledger accounts, such as revenue, inventory, taxes, deposits, payment methods, or accounts receivable.
In Pavilion, Journal Entries are created automatically when qualifying activity occurs. You do not need to create them manually.
You can view Journal Entries by opening the App Launcher and selecting Journal Entries.
Where journal entries come from
Journal Entries are created from three main types of activity in Pavilion.
Orders
A Journal Entry is created when an order is fully paid. This can apply to Sales, Jobs, Layaways, and Special Orders.
When the order reaches paid status, Pavilion records the financial details of the completed transaction, including revenue, inventory cost, and other related accounts. Items within the order are combined into a Journal Entry that reflects the completed sale.
If an item from the order is later returned, Pavilion creates an additional Journal Entry to record the return.
Receipts
Receipts generate Journal Entries when payments or refunds are recorded.
Each receipt creates its own Journal Entry to record the movement of funds, such as customer payments, deposits, taxes collected, or refunds. These entries help show how the payment affects accounts like Accounts Receivable, Sales Tax Payable, and deposit accounts.
Register sessions
Journal Entries are also created when a register session is finalized.
A register session represents the activity from a cash register during a shift. When the session is finalized, Pavilion records the totals for each payment method used during that session, such as cash or credit cards.
This helps reconcile payments recorded through receipts with the actual register activity.
Events that update journal entries
Journal Entries are created or updated automatically when certain transactions occur.
Common events include:
An order is marked as Paid
A receipt is created
A receipt is voided
Items are returned
A register session is finalized
If a receipt is voided or a transaction is reversed, Pavilion does not edit the original Journal Entry. Instead, it creates a separate reverse Journal Entry to offset the original entry. This keeps the transaction history intact while making sure accounting records remain accurate.
How journal entries sync to QuickBooks
After a Journal Entry is created in Pavilion, it syncs to QuickBooks Online so both systems stay aligned.
This process happens in two steps:
Pavilion creates the Journal Entry when a qualifying transaction occurs.
Pavilion sends the Journal Entry to QuickBooks Online through the sync process.
The sync usually runs automatically, but it can also be run manually from Sync Management.
Run the journal entry sync manually
Open the App Launcher.
Select Sync Management.
Select the Sync Jobs tab.
Click Run Now.
Set Target to QuickBooks Online.
Set Job to Upload Journal Entries.
Under Options, select the Sync From and Sync To dates.
Click Run Now.
This job looks for Journal Entries that were recently created or modified and sends them to QuickBooks Online.
How transactions appear in QuickBooks
Once Journal Entries are synced, the corresponding records appear in QuickBooks Online as standard Journal Entries.
Each entry typically includes:
The transaction date
A memo referencing the Pavilion record, such as an order or receipt number
The customer name, when applicable
Multiple debit and credit lines showing how the transaction affects different accounts
For example, a completed sale may generate lines related to revenue, inventory cost, and taxes. A receipt may generate lines related to customer payments or deposits.
Account mapping
For the integration to work correctly, Pavilion accounts must be connected to the correct accounts in QuickBooks Online.
This is done through account mapping. Pavilion accounts, such as revenue, inventory, taxes, and payment methods, are linked to the matching accounts in QuickBooks.
If account mapping is missing or incorrect, Journal Entries may fail to sync or may appear with incorrect values.
When journal entries may not appear in QuickBooks
If a Journal Entry is not visible in QuickBooks Online, check the following:
The sync may not have run yet.
The transaction may not meet the required conditions, such as an order needing to be marked as Paid.
The Journal Entry may not have been updated since the last sync.
Account mapping may be missing or incorrect.
Running the sync again from Sync Management usually resolves timing-related issues.
If Journal Entries are still not appearing in QuickBooks Online, contact your system administrator.
Key takeaways
Pavilion creates Journal Entries automatically based on accounting activity in the system.
These Journal Entries are then synced to QuickBooks Online, helping keep both systems aligned without manual entry.
Depending on the transaction flow, a single order may create multiple Journal Entries. For example, one entry may come from a receipt that records a payment, while another may come from the order once it is fully paid.