Export purchases to QuickBooks or Xero

Rinvy already captures every delivery — the supplier, the invoice number and total, and each line. The Accounting export turns a date range of those receipts into a bills CSV your bookkeeper imports into QuickBooks Online or Xero, so purchases stop being re-keyed by hand.

Find it under Kitchen Settings → Accounting (owners and managers).

One-time setup: your chart of accounts

An accounting import needs to know which general-ledger (GL) account each line belongs to. You set that up once.

  1. Add your GL categories. Under Chart of accounts, add a bucket for each account you post food to — e.g. "Food – Protein", "Food – Produce". Give each the QuickBooks account name (QuickBooks matches accounts by name) and the Xero account code (Xero matches by code). You only need the field for the system you use.

  2. Map your products. Under Product mapping, give each storage location a default GL category and every product in it inherits — or map a single product directly to override. Turn on Unmapped only to see what's still missing.

Exporting

  1. Pick QuickBooks Online or Xero.
  2. Choose the date range — one bill is created per receipt received in it.

  3. Rinvy shows how many receipts and lines the range covers, and whether any products are still unmapped. Click Export CSV to download.

For QuickBooks you get up to two files — a bills file and, when the range includes credits or shorts, a separate vendor credits file (a bill import can't carry credits). The bills file goes through QuickBooks Online's own "import bills" flow; the credits file has no native QBO import, so it's entered through a third-party importer or by hand. Xero takes everything in a single file: a document whose lines are all negative (a pure credit memo) imports as a credit note, and a bill with a mix of positive and negative lines imports with the reductions applied.

Credits, shorts, and returns

A credit memo, a short shipment, or a returned case (see manual receiving) reduces what you owe, so it exports as a vendor credit (QuickBooks) or a negative line / credit note (Xero) rather than a positive bill line. The money is always exact — the export never rounds a line total away from what the receipt recorded.

No double-booking

Every export is recorded. The next time you export an overlapping range, receipts you've already exported are skipped by default, so the same bill never imports twice. Need to re-export a range (a lost file, a fresh accounting period)? Turn on Include receipts already exported before.

What's next

Direct QuickBooks and Xero sync (no file to download) is on the roadmap; this CSV is the first step.