Overview

Automatically sync MarianaTek sales, refunds and Stripe fees into QuickBooks Online. This is the update to MarianaTek Sales to QuickBooks (v1).

QBO Setup Requirements

We support QBO accounts for the USA and Canada only. Contact us at support@jebra.io for other jurisdictions.

Clients must enable taxes and add a tax organization / agency.

MarianaTek Data Sources

We use the MarianaTek OrderLocalTime and PaymentTransactions reports as the data sources. Specifically we add to QBO:

• A Sales Receipt for every line of OrderLocalTime with Line Status = Completed
• A Refund Receipt for every line of OrderLocalTime with Line Status = Refunded
• A Purchase for every line of PaymentTransactions with Stripe Fee > 0

Department Mapping

If enabled, we add DepartmentRef to each Sale or Refund Receipt by finding the QuickBooks Department that matches its Fulfillment Location in MarianaTek.

Items

We add QuickBook items for corresponding MarianaTek Products, subject to the following rules:

• We sync all your existing products from MarianaTek, even if the product is not active, i.e. Product.is_active = false. We do this because the data you sync may refer to products that have since been made inactive, but must still use the right product in the receipts.
• We set the QuickBooks Item Sku to the MarianaTek Product.id with an “MT_” prefix - for example MT_123 to make sure we can always find the correct QuickBooks item even when the MarianaTek product name changes.

QuickBooks item names must meet the following requirements:

• Unique
• 100 characters max
• Exclude special characters: tags, newlines and colons

Therefore, we modify the MarianaTek product name slightly from the original value before POSTing, specifically, we do the following:

• To ensure uniqueness, we set the QuickBooks Item Name to the Product.Title + “(MT_Product.ID)”. For example, for a MarianaTek Product with Name = “Water Bottle” and ID = “1234”, the QuickBooks Item Name will be Water Bottle (MT_1234).
• Remove disallowed characters.
• Trim the product name if necessary to stay below the character count limit.

Map Product Classes to Income Accounts

Create a QuickBooks Income Account for each MarianaTek Product Class and assign the respective QuickBooks Accounts to the corresponding QuickBooks item, based on the item's product class as configured on MarianaTek.

Sync MarianaTek Product Class → QuickBooks Account
 

We use the MarianaTek Product Class name verbatim, keeping in mind it might conflict with pre-existing accounts in QuickBooks.

Set QuickBooks Item account to the corresponding QBO Account

When syncing items, we set the income account based on the value of the Product Income Account settings, which can be:

MarianaTek Product Income: The default value, where we create an account by this name

Map Product Class to Income Account: Apply the Product Class to Income account mapping

Item Categories

Support for Item Categories is deferred to a future release after we gather requirements and feedback.

Inventory Tracking

Support for inventory tracking is deferred to a future release, possibly v2.1 (Q3 2026)

QBO Accounts

We use the following QBO accounts which we add automatically on the first run:

MarianaTek Sales (minus Stripe Fees, Refunds)

In QuickBooks Receipts docs, this is the DepositToAccount for receipts and is the main account for recording sales. As the name suggests, all sales are deposited to this account, and all refunds and fees are deducted from this account. The amounts recorded here include any applicable sales tax.

MarianaTek Product Income

When the Product Income Account is set to MarianaTek Product Income, we automatically add an account with this name and use this as the IncomeAccountRef when posting QuickBooks Items. This account tracks the product income, i.e. the income excluding any sales tax but including any Stripe fees; that is, the amounts we enter in the Line of each Sales Receipt include any applicable Stripe fees.

MarianaTek Stripe Fees

In QuickBooks Purchases docs, this is the AccountRef we use when booking Stripe fees. As the name suggests, this account tracks the Stripe fees.

Taxes

USA

See Automated Sales Tax for US Locales. QuickBooks provides 2 models for recording taxes:

Automated Sales Tax (AST): Sales tax is determined based on the source and destination address

Overriding: You can provide your custom sales tax to override AST calculations. We use this mode for recording US taxes because:

• The tax data is available from the OrdersLocalTime report
• The differences across states and potential delays in changes propagating across different platforms means there may be differences between the values calculated by AST and those used on Mariana Tek. Overriding the taxes avoids this.

NOTE: The amounts in transaction lines are always tax exclusive for the US tax model.

Canada

See Automated Sales Tax for non-US Locales. Similar to the US, we can either let QuickBooks calculate taxes or override with custom values. However, we have found that for Canada QuickBooks requires the tax rate must be either either GST or HST, which means the following differences in our automation:

• Canadian users must select the right tax code when installing the automation
• The automated tax rate in QuickBooks and that on MarianaTek are in sync, so we just specify the tax rate (the tax code selected during setup) and let QuickBooks determine the taxes automatically.

NOTE: The amounts in the transaction lines may be tax inclusive or exclusive, depending on the value of the GlobalTaxCalculation attribute in the Sales Receipt. We let QuickBooks use the default value of TaxExcluded, maintaining parity with the US tax model.

UK

The UK uses VAT for sales and the rates can vary depending on the product, customer and sale location.

Current implementation uses a TaxInclusive model:

• Explicitly set GlobalTaxCalculation to TaxInclusive in the Receipt
• Set TaxInclusiveAmt to lineTotal (which is inclusive of tax unlike lineSubtotal) from MarianaTek OrderLine in `Line.SalesItemLineDetail`
• Like Canada, omit TxnTaxDetail from the Receipt and use a single TaxCode (TaxRate) for all Sales which will be selected by the user in Job Settings from the default rates provided by QuickBooks. 
  Currently we set the VAT Rate to the Standard 20% Rate by default.

Reconciliation

From your Jebra dashboard, you can Download Reports to download augmented versions of the OrdersLocalTime and PaymentTransactions report that help with reconciliation. Each row of these reports includes a Url column that points to the QuickBooks record corresponding to the row. If a row does not have a Url, then it has not been POSTed to QuickBooks.

Sandbox Testing

Before connecting the automation to your production QuickBooks, we recommend syncing into a QB sandbox instance where you and your accountant can review to understand what to expect when we connect to your production account. This will also give us a chance to answer your questions and take feedback as we plan for the next upgrade to this automation (Q3 2026). To facilitate sandbox testing, we will:

1. Set up the automation on your business dashboard where you can log in as normal. This automation will be configured to POST outputs to a QuickBooks sandbox instance.
2. Invite you to the sandbox using a different email address from your regular QuickBooks login. This avoids any conflicts with your regular QuickBooks login that may prevent you from accessing the sandbox. Let us know what email address to use; and if you have additional stakeholders (accountants, etc) that you’d like us to invite to the sandbox.
3. As you conduct the review, we will schedule a meeting to answer your questions and take your feedback. Send us your questions and comments prior to the review meeting so that we can prepare in advance.

Migration from v1

Before migrating you to v2, we will ask you to select:

• v1 End Date: The last date of data that you want the v1 sync from MarianaTek to QuickBooks. This is also the last date of the daily run for that automation.
• v2 Start Date: The first date of data that you want the v2 sync from MarianaTek to QuickBooks. This is also the first date of the daily run for that automation.

Once we have the above details, we will make the necessary updates and install the v2 automation to your account.

Screenshots

Jebra Dashboard

QuickBooks Sales Overview

QuickBooks Chart of [Jebra] Accounts

QuickBooks Stripe Fees Report