QuickBooks Online Integration
Connect
MembershipWorks directly to your QuickBooks Online account for 1-click
export of your transactions. Of if you are using the desktop version of
Quickbooks, you can import transactions from MembershipWorks using IIF
files.
Setup QuickBooks Online Export Settings
Under Organization Settings > Accounting, select “QuickBooks Online”. Then click on Connect with QuickBooks Online to connect to your QuickBooks Online account.
A
new page will appear and you will be prompted to enter your QuickBooks
online account credentials, then confirm that you are
authorizing MembershipWorks to connect to your QuickBooks Online
account.
QuickBooks Online does not support Internet Explorer or Microsoft Edge browsers for authorization. Please use a different browser if you encounter issues authorizing MembershipWorks to connect to your QuickBooks Online account.
Once you have authorized the connection, you will
then setup the accounts and items to be used for the invoices, payments
and taxes (if applicable). Please consult with your accountant if you
are unsure about these settings.
Once you have configured your export settings, click on Save & Continue at the bottom of the page.
Export To QuickBooks Online
You can export transactions to QuickBooks from several places:
- From the Dashboard > Financial page, you can select a date range (at the top left corner), and click on Export QuickBooks to export transactions in that date range to QuickBooks. You will be
prompted to select the types of transactions (membership, events, cart,
donation, other) to export.
- From each event’s Dashboard, you can click on Export QuickBooks to export the event payments for just this event.
- From each form under Forms Carts Donations, you can click on Export QuickBooks to export the payments for just this form.
How Transactions Are Generated
Each financial transaction – membership payment, event payment and forms/carts/donations payment – generates:
- An Invoice
- A Payment for the gross payment
- A Journal Entry for the transaction fee
Note that the transaction fee entry is not created if there is no transaction fee recorded for the payment.
The
invoice will reflect the name and address, and the items on the
transaction. For membership payments, the invoice will list the
membership level, membership add-ons, and any discount or adjustment.
For event payments, the invoice will list the event tickets purchased.
For forms/carts/donation payments, the invoice will list the items
purchased.
Each type of transaction – membership, events,
donations, cart and other – is exported as a different QuickBooks item
that you selected under the export settings. It is not possible to have a
different QuickBooks item for each specific membership level, event
ticket, or cart item. However the description for each line in the
invoice will reflect the specific membership level, event ticket name,
or cart item.
Warning - Modifying or Deleting Exported Records Directly in QuickBooks Online
Any changes made directly in QuickBooks Online does not update our system, so certain changes will cause issues.
- Deleting or
merging Customer records in QuickBooks Online created for your
members. The Customer record is linked to the member account, so when
the Customer is deleted or merged that will cause errors when exporting
future transactions for that member.
- Deleting or recording
payment against open Invoices. Doing so will cause errors when our
system attempts to update the Invoice in a future export, such
as recording a payment against that Invoice.
- Deleting any
Invoices, Credits, Payments or Journal Entries that may need to be
updated in a future export. This will not trigger a re-export of the
transaction, instead this will trigger an error when the system tries to
update the transaction in QuickBooks (since it has been deleted).
- Changing
the Customer associated with or the total for Invoices, Credits
or Payments that may need to be updated in a future export.
The following changes are safe to make directly in QuickBooks Online:
- Altering
Invoices, Credits, Payments or Journal Entries without affecting the
associated Customer or total. For example, changing the description of
the line items or adding classes to Invoices.
- Altering (but not deleting or merging) Customer records.
- Deleting or merging Customer records of accounts that have been deleted from MembershipWorks.
- Altering
or deleting Invoices, Credits, Payments or Journal Entries of
transactions which are fully finalized and exported from our system –
ie. no future adjustments or refunds are expected for the transaction.
- Deleting Invoices, Credits, Payments or Journal Entries of transactions that have been deleted from MembershipWorks.
When in doubt of whether certain changes will affect future exports, please contact us.
Common Quickbooks Error Messages
Common Error: Invalid Auth/Bad Request
This
error could mean that the authorization with QuickBooks Online has
expired (it expires every 180 days). To reconnect, go to Organization Settings > Accounting and click Update QuickBooks Online Settings, and follow the prompts to re-authorize the connection to your QuickBooks Online account.
Common Error: The Name Supplied Already Exists
This
error indicates that you have another entity in QuickBooks – a vendor,
other name, sales rep, etc – with the same name as the customer the
invoice refers to. QuickBooks does not allow a customer to have the same
name as a vendor, other name or sales rep. You will need to rename the
vendor, other name or sales rep to resolve the conflict.
Get Support Along the Way
