Most shop software sends your sales to QuickBooks. PrinterFlo keeps your books for you.
Every invoice, payment, refund and credit posts itself, in double entry, to accounts you name. Add your bills and expenses, import your bank statements and reconcile the month. Your P&L and balance sheet come from the jobs you already run, and your accountant gets a clean export.
Profit and loss · March
Accrual- Sales
- $24,860
- Less discounts and refunds
- −$610
- Net sales
- $24,250
- Cost of goods sold
- −$8,930
- Gross profit
- $15,320
- Expenses
- −$9,470
- Net income
- $5,850
Sales tax on your sales ties to the sales tax report ✓
One yard-sign job, from quote to P&L
You run the job the way you already do. Books does the bookkeeping on the way past.
- 01 · Quote
Nothing posts
20 yard signs, quoted at $480 plus tax. A quote isn't money, so your books don't move yet.
- 02 · Deposit
Held for the customer
They approve the proof and pay half by card from the same link. The money sits in your Stripe balance account, held as a customer deposit, because nothing's invoiced yet.
- 03 · Invoice
Sales and tax, on their own lines
The job's done and invoiced. What they owe, the sale and the sales tax each land in their own account, at the tax rate on the invoice, and the deposit you were holding comes off what they owe.
- 04 · Payment
Paid in full
The balance is paid. If you add a card fee to the invoice, it lands as its own income line. Refunds and credit come back out the same way, by themselves.
- 05 · Bank
The payout lands
Stripe pays out to your bank. Record the payout with its fee, or match it from your bank statement, and the fee goes to an expense. The month reconciles.
- 06 · P&L
What you actually made
Sales, less discounts, refunds and credit, is net sales; less the cost of materials and your expenses, is net income. By month or year, cash or accrual, and by division.
The rest of the books, in the same place
PrinterFlo already knows what you sold. These are the things only you know: what went out, and where the money moved.
Bills and vendors
Enter a supplier's bill when it arrives and pay it later, or record an expense paid on the spot. Spend by vendor is its own report.
Deposits and transfers
Move the cash and cheques you took to the bank, money between accounts, and a payment to the credit card.
Sales tax payments
Record what you paid the state, prefilled from the sales tax report for the period you filed.
Owner money
Money you put in, and money you took out, kept apart from the business's income and expenses.
Journal entries
For your accountant's adjustments: depreciation, a loan, an accrual. They can't touch the accounts your invoices own, so your sales and tax always tie.
Registers
Every line in an account with a running balance: the bank, the card, Undeposited funds, the Stripe balance.
Your bank statement, matched and reconciled
Reconciling is where most shops give up on their own books. Books does the matching and leaves you the confirming.
Live bank feeds: coming soon (pilot). Until then, you download the statement from your bank and import it, which takes about as long as finding the button.
Import the statement
Download it from your bank or card as CSV or Excel (.xlsx) and drop it in. Downloading the same month twice adds nothing twice.
Match what's already there
Lines that equal a payment, a bill payment or a deposit within a few days are suggested as matches. You confirm them; nothing posts by itself.
Record the rest in one step
An expense, a transfer or an owner draw, straight from the statement line. Payee rules remember the category next time.
Reconcile the month
Tick what cleared, enter the statement's closing balance, and the account is reconciled when the two agree.
What your accountant gets
- A trial balance and a journal CSV with every line for the period
- Each journal line linked back to its invoice, payment or refund
- The P&L and balance sheet, on the basis they want
- A year-end pack with the sales tax report beside the books
Every entry balances and the trial balance balances, on both bases. The sales and the sales tax tie to the invoices they came from.
What Books doesn't do
No tax advice and no payroll. Your accountant still does your taxes.
- Live bank feeds are coming soon, as a pilot. Statements import today.
- Payroll stays with your payroll service, posted as an expense.
- Your accountant prefers QuickBooks or Xero? Keep the sync instead. PrinterFlo does both.
How shop software usually handles the books
The shop systems sign and print shops shortlist most often send your sales out to an accounting package. Each line below is from that company's own help pages.
| Software | Your books | Source |
|---|---|---|
| shopVOX | Syncs to QuickBooks Online, QuickBooks Desktop, Xero or Sage | shopVOX help: Accounting |
| Printavo | Exports to QuickBooks Online, one way | printavo.com |
| CoreBridge | Syncs invoices and payments to QuickBooks Online or Xero | corebridge.net |
| DecoNetwork | Syncs to QuickBooks Online (one way), QuickBooks Desktop or Xero | DecoNetwork help: Accounting |
| PrinterFlo | Keeps them, with Books. Or syncs to QuickBooks Online, Xero or FreshBooks if you'd rather. | This page |
As each company's own help pages described it when we checked in October 2026; products change, so check the source. Some larger print ERPs and business suites do keep their own books, and they come with an implementation to match.
$49 a month, on top of PrinterFlo
Books is an add-on to the full PrinterFlo plan ($179 a month, unlimited users). It's free during your trial, and you add it or remove it yourself in Billing.
Start your free trialQuestions shops ask
Do I still need QuickBooks?
Not for your books. Books keeps them from the jobs you already run: invoices, payments, refunds and credit post themselves, and you add your bills, expenses and bank statements. If your accountant would rather work in QuickBooks, Xero or FreshBooks, keep the sync instead. Both are there.
Do I enter my sales twice?
No. Every invoice, payment, refund and credit in PrinterFlo is already in your books, at the tax rate on the invoice. Change an invoice and the books change with it. The only things you enter are the ones PrinterFlo can't know: what you spent.
What does my accountant get?
A trial balance and a journal CSV for any period, with every line linked back to its invoice or payment, plus the P&L and balance sheet on the basis they want. The year-end pack puts it all beside your sales tax report.
Cash or accrual?
Both. Switch between accrual (by invoice date) and cash (by payment date) on any report. Your sales tax on your sales ties to the sales tax report to the cent, on whichever basis it uses.
Can it connect to my bank?
Live bank feeds are coming soon, as a pilot. Today you import your bank and card statements as CSV or Excel (.xlsx), and Books suggests the matches and remembers your categories.
Does it do payroll or my taxes?
No. No tax advice and no payroll. Your accountant still does your taxes; Books gives them clean books to do it from.
What happens if I stop paying for Books?
Nothing you entered is ever locked away or deleted. Your books stay open to read and export, and the part that comes from your invoices and payments keeps updating. Only the entries you make in Books itself pause (bills, expenses, statements and the rest), until you add Books back.
Is it included in the PrinterFlo plan?
Books is an add-on to the full PrinterFlo plan ($179 a month): $49 a month on top, free during your trial. You add it or remove it yourself in Billing.
Your jobs are already your books
Quote, invoice, get paid, and the P&L keeps itself. $49 a month, free during your trial.
Start your free trial