Best practices entering transactions into QuickBooks so that most sales information is automatically synced to ChartMogul

Following these practices when creating invoices, credit memos, and sales receipts in QuickBooks will help SaaSync classify your transactions accurately and send the correct subscription information to ChartMogul.

1. Set up products and services consistently

Create a QuickBooks product or service for each subscription plan and for the other items you sell. Apply the appropriate product or service to every transaction line.

For example:

• Gold Plan (Monthly) — Monthly subscription
• Gold Plan (Yearly) — Annual subscription
• Training
• Implementation

If you want one-time charges to be associated with a particular subscription product, you could instead use:

• Gold Plan (Monthly) — Monthly subscription
• Gold Plan (Yearly) — Annual subscription
• Gold Plan — Training
• Gold Plan — Implementation

2. Keep subscription and one-time charges separate

Use each product or service consistently. For example, “Gold Plan” should be used only for the subscription fee associated with that plan.

One-time charges such as training and implementation should use separate products or services, such as “Training,” “Implementation,” or “Gold Plan — Training.”

This helps SaaSync distinguish recurring subscription revenue from non-recurring revenue.

3. Use products and services on recurring transactions

When using QuickBooks’ recurring transactions feature to generate subscription invoices or sales receipts, include a standard product or service on each relevant line.

SaaSync can use this information to automatically classify the transaction and send the required subscription data to ChartMogul.

4. Include service-period dates on manually created transactions

When manually creating an invoice, credit memo, or sales receipt in QuickBooks:

• Apply a standard product or service.
• Include the subscription’s service-period dates in the line-item description.

For example:

Gold Plan subscription service period from 2026-01-02 to 2026-02-02.

SaaSync can usually parse these dates automatically and send the resulting subscription information to ChartMogul.

5. Identify prorated charges

For a manually created prorated invoice, such as an invoice for a partial-period upgrade or downgrade, include both of the following in the line-item description:

• The word prorated
• The applicable service-period dates

For example:

Prorated Gold Plan upgrade for the service period from 2026-01-15 to 2026-02-02.

6. Use a consistent date format

We recommend using the ISO 8601 date format:

YYYY-MM-DD

For example:

2026-01-02 to 2026-02-02

SaaSync can also recognize other date formats, provided that:

• The year, month, and day are all included.

• The same format is used consistently.

  The date follows one of these patterns:

  • YYYY MM DD  — recommended order
  • MM DD YYYY
  • MMM DD YYYY
  • MMMM DD YYYY
  • DD MMM YYYY
  • DD MMMM YYYY

Date components may be separated by hyphens, slashes, commas, or spaces. Examples include:

• 2026-01-02
• 2026/01/02
• 2026 01 02
• 2026,01,02

Avoid ambiguous shortened dates or dates that omit the year.

7. Enter service periods using the next renewal date

The service-period start date should match the subscription’s billing anchor. The end date should be the date on which the next service period begins.

In other words, the end date is an exclusive boundary, not the final day on which service is provided.

For example:

• A monthly period beginning January 2 should be entered as 2026-01-02 to 2026-02-02  — not January 2 to February 1.
• A weekly period beginning on Friday should run from that Friday to the following Friday.
• A quarterly period beginning January 15 should run from January 15 to April 15.
• An annual period beginning October 15 should run from October 15 to October 15 of the following year.

This approach creates consecutive service periods without gaps or overlaps. For example:

• 2026-01-02 to 2026-02-02
• 2026-02-02 to 2026-03-02
• 2026-03-02 to 2026-04-02

Keep the billing date anchored

Service periods should remain anchored to the subscription’s established start date:

• Weekly subscriptions: Keep the same day of the week. If a subscription begins on Friday, each subsequent period should also begin on Friday.
• Monthly, quarterly, and annual subscriptions: Keep the same numeric day of the month whenever possible. If a monthly subscription renews on the 2nd, each subsequent period should begin on the 2nd.
• End-of-month subscriptions: If the anchor date does not exist in a particular month, use the last day of that month. For example, a monthly subscription beginning January 31 would renew on February 28—or February 29 in a leap year—and then on March 31.

You do not have to be perfect. SaaSync attempts to determine the intended subscription period and may make a small adjustment when an end date appears to be off by one day. Following the conventions above, however, will produce the most predictable results.