Accounting Summary
Export each period as one balanced journal entry you can key into QuickBooks or any accounting system.
Overview
The Accounting Summary turns a date range into one balanced journal entry: a list of accounts with debits and credits that always add up. Instead of hand-assembling month-end numbers from the Revenue, Tip, and Operations reports, you (or your accountant) enter this one summary into QuickBooks or any other ledger. Access it from Dashboard > Reports > Accounting.
The Export CSV button downloads the journal in the shape a manual QuickBooks journal entry expects: Date, Account, Debit, Credit, Memo, plus a totals row so you can confirm the entry balances before typing it in.
The account names are Resytech's descriptions of what the money is, not your chart of accounts. Map each line to your own accounts once with your accountant (for example "Sales tax payable" to your tax agency liability account, "Payments received - card" to your Stripe clearing account); after that, every period is the same routine.
The journal lines
Money in (debits)
| Line | What it is |
|---|---|
| Payments received - card / cash / check / ... | Settled payments dated in the window, gross (tips included), one line per payment method |
| Payments received - incident and damage charges | Charges linked to incidents; these never touched booking balances |
| Payments received - not applied to bookings | Manual payments recorded with "apply to balance" unchecked, and refunds of incident charges |
| Settled by OTA partner | Reseller-collected settlements and their reversals. This money moves via the OTA's payout, not through Resytech |
| Gift card liability - redeemed | Gift card value applied as tender, net of reversed redemptions |
| Discounts - coupons | Coupon discounts given |
| Comps and forgiveness | Cancellation and complimentary credits (obligation you forgave) |
| Platform fees expense | Actual platform fees recorded on card payments |
Money owed or earned (credits)
| Line | What it is |
|---|---|
| Revenue - activities / equipment / add-ons / trip protection / cancellation fees | What you sold, split by line-item type |
| Sales tax payable | Tax collected on bookings in the window |
| Fees collected | Location fees collected |
| Tips payable | Staff gratuities collected minus tip refunds. Never revenue |
| Other income - payments not applied to bookings | Income side of the not-applied payments above; reclassify with your accountant if needed |
| Gift card liability - sold | Gift cards purchased in the window |
| Gift card liability - refunds | Liability released by refunding gift card purchases |
| Refunds and chargebacks | Money returned to customers, dated in the window. OTA settlement reversals are excluded (that money never left your bank) |
| Platform fees withheld from card payouts | Offsets the fee expense; Stripe deducts it before paying you out |
The balancing line
"Accounts receivable and customer deposits (net change)" is whatever amount makes debits equal credits, and that is exactly what it means in accounting terms: the net change in what customers owe you or have prepaid. A deposit taken today for a September trip, an invoice paid this month for a June booking, and refund timing all land here.
Date axes (important)
The two sides of the entry deliberately use different dates:
- Revenue, tax, discounts, comps window on the booking creation date, matching the Revenue Report's gross figure.
- Payments, refunds, tips, platform fees window on the payment date, matching what your bank and Stripe payouts show.
- Gift card lines window on the gift card transaction date (in practice the same day the card was bought or redeemed).
The balancing line absorbs the differences between them, so the entry balances every time regardless of timing.
What is not included
- Point of Sale orders, live event ticketing, and membership payments. Their revenue lives outside the booking ledger, so their cash is excluded too. Reconcile those separately for now.
- Stripe's own processing fees. The platform fee lines cover the application fees recorded per payment; Stripe's processing fee is visible in your Stripe dashboard and payout reports.
- OTA payout detail. The "Settled by OTA partner" line shows what resellers settled on your behalf; the actual payout (and their commission) comes from the OTA and should be reconciled against their statements.
Suggested workflow
- Close out the month (process any pending refunds and tips).
- Run the Accounting Summary for the calendar month and export the CSV.
- In QuickBooks: + New > Journal entry, date it the last day of the month, and enter each line against your mapped accounts.
- Confirm QuickBooks shows the entry balanced (the CSV totals row gives you the number to expect).
For the shared rules every report follows (status filtering, the business revenue definition, why tips are excluded), see How report calculations work.