---
title: "Using the BakeSmart GL Export with QuickBooks Online"
url: "https://help.bakesmart.com/en/article/using-the-bakesmart-gl-export-with-quickbooks-online"
language: "en"
last_updated: "2026-11-09T20:51:18.439Z"
---

# Using the BakeSmart GL Export with QuickBooks Online

## Using the BakeSmart GL Export with QuickBooks Online

Nov 9, 2026 · @Heather BakeSmart

## Overview

The GL Export is the recommended way to bring your BakeSmart sales into QuickBooks Online (QBO). It gives you one balanced journal entry per period, where total debits always equal total credits.

The export breaks your sales out by revenue class and tracks deposits, receivables, sales tax, tips and gift cards. That lets your bookkeeper record sales on an accrual basis without re-keying individual orders.

This guide is for bakery owners and their accountants or bookkeepers. BakeSmart does not sync directly with QBO, so the export is entered into QBO as a journal entry.

## Before you start: set up revenue classes

Your revenue classes must match your QBO income accounts before the GL Export will map cleanly. Give each class an accounting code that matches the QBO account it should post to, so the export lines are easy to map.

1.  In QBO, list the income accounts you want sales to land in (for example Bread, Cakes, Wholesale, Catering).
2.  In BakeSmart, create one revenue class per income account, using the same name and the QBO account number as the accounting code.
3.  Assign a revenue class to every product. Anything without a class exports as "Uncategorized."
4.  Have your accountant confirm the mapping before your first import.

Revenue classes apply to orders placed after the class is assigned. Orders created earlier keep whatever class they had, often none. Recurring orders pick up the new class only as new orders generate from them, so upcoming orders that already exist won't change.

## Running the GL Export

Use the GL Export, not the Daily Financial Summary, for your QBO entries. The Summary is a good daily check, but the GL Export is the one built as a balanced journal entry.

1.  Go to Reports and open the GL Export. **\[BakeSmart to confirm exact menu path\]**
2.  Choose the location and date range. One day or one week per export keeps entries easy to review.
3.  Download the CSV.
4.  Check that total debits equal total credits before entering it in QBO.

You can also schedule the report to run automatically so it arrives on a regular cadence.

## Bringing the export into QuickBooks Online

Enter each GL Export as one journal entry in QBO, with payments routed through a clearing account. BakeSmart doesn't have a direct QBO import, so the entry is keyed manually or loaded with whatever journal-entry import tool your accountant uses.

1.  **Set up a clearing account once.** In QBO, create a current asset account such as "BakeSmart Clearing." Map the GL Export's payment and undeposited-funds lines to this account.
2.  **Enter the journal entry.** In QBO, go to + New → Journal entry. Add one line per GL Export row, using the account that matches each revenue class or liability.
3.  **Match deposits to the clearing account.** When your processor deposit hits the bank feed, categorize it as a transfer from BakeSmart Clearing, not as new income.
4.  **Reconcile.** Once deposits for the period have landed, the clearing account should net to zero after processor fees are recorded as an expense.

Your accountant may prefer a different account structure. The key is that sales income is recorded once, from the GL Export only.

## Avoiding duplicate entries

Duplicates come from recording the same sales twice through different routes, not from the GL Export itself.

| Common cause | How to avoid it |
| --- | --- |
| Bank-feed deposits categorized as sales income | Categorize them as transfers from the clearing account |
| Importing both the GL Export and the Daily Financial Summary CSV | Use the GL Export only |
| A payment processor app also syncing sales into QBO | Turn off its sales sync, or exclude those sales from the export |
| Re-importing a period already entered | Keep a log of entered periods; import each date range once |
| Overlapping date ranges between exports | Use back-to-back ranges with no overlap |

## Good to know

-   **The export is accrual-based.** Deposits on future orders post as deferred revenue and move to income when the order is picked up. Same-day sales are recognized that day. Payments collected are tracked separately, so your accountant can see both earned income and cash in.
-   **Earlier periods may need cleanup.** Sales from before your revenue classes were set up will show as "Uncategorized." Your accountant can reclassify them in QBO.
-   **Re-running an old period can give different numbers.** BakeSmart improves its reports over time, so an export re-run today may differ from the one you entered at the time. Don't replace an entry you've already reconciled unless your accountant asks you to.
-   **The Daily Financial Summary is still useful.** Use it as a quick daily check against the GL Export totals.

## Getting help

BakeSmart can review your revenue class setup with you, or join a call with your accountant to walk through the GL Export. BakeSmart can't give accounting or tax advice, so confirm account mapping and basis with your accountant.

[How to Contact BakeSmart Support - BakeSmart Help Center](https://help.bakesmart.com/en/article/how-to-contact-bakesmart-support)