Connecting Rosterra to your accounting software

Most schools use QuickBooks or Xero for their books. Rosterra is not an accounting system, but it gives accountants the data they need without manual data entry.

What gets connected

Three integration paths, from easiest to deepest:

• Manual export of CSV reports. Your accountant pulls them once a month. Works with any accounting tool.
• Stripe sync. If you use QuickBooks Online or Xero, Stripe has a direct connector. Set it up in Stripe; it does not require Rosterra.
• Direct Rosterra connector. Rosterra has a beta QuickBooks Online connector that syncs invoices and payments daily. Available on the higher-tier subscription.

The manual export path

This is what most schools do for their first year. At the end of each month:

1. Go to /reports/revenue for the month.
2. Click Export CSV.
3. Send the CSV to your accountant.

The CSV has one row per payment: date, family name, amount, fee, net, type (tuition, event, party, retail), program. Your accountant maps these to your chart of accounts in QuickBooks.

The Stripe sync path

Stripe has its own QuickBooks and Xero integrations. They sync charges, refunds, and fees automatically.

To set up:

1. Open Stripe dashboard.
2. Settings → Apps and integrations.
3. Find QuickBooks Online or Xero.
4. Sign in to your accounting account and authorize.

Stripe then syncs nightly. Each Stripe payout shows up as a single deposit in QuickBooks, with the itemized charges attached. Refunds, fees, and disputes all flow through.

What this does not cover: Square payments (those need to be handled separately) and any cash/check payments (you enter those manually).

The Rosterra connector path

Rosterra's own QuickBooks Online connector goes deeper. It syncs:

• Every payment, with the family name and what program.
• Every refund and credit.
• Aged receivables (who owes you what, by age).
• Membership status changes.

It does not sync inventory or pro shop sales (yet). Use Stripe sync for the broader payment view.

Setup: at /settings/integrations/quickbooks, click Connect. Sign in to QuickBooks and authorize. Pick which QuickBooks account each Rosterra category should map to (tuition revenue, event revenue, etc.). Save.

The sync runs nightly. Errors (a missing QuickBooks account, a deleted family) show up in the integration log.

What your accountant should know

Whether they are working with CSV or a live connection, share with your accountant:

• The general account structure Rosterra uses: tuition, events, parties, pro shop, gift cards.
• How refunds appear (negative line items in the same category, dated the day of the refund).
• How fees appear (separate line on Stripe payouts; reduce the gross revenue by this amount for true revenue).
• Where to look for adjustments (a family credit, a manual cash payment, a write-off).

Reconciliation

Once a month, reconcile by comparing:

• Rosterra's revenue report.
• Stripe's monthly summary.
• Your bank deposits.

These three should tell the same story. If they do not, the most common reason is timing (a charge at 11:59pm on the 31st might land in different months depending on which timezone the report uses). Pick one timezone and stick with it for everything.