You can export transactions directly to your QuickBooks Online account.
Setup QuickBooks Online Export Settings
Under Organization Settings > Accounting, select "QuickBooks Online". Then click on the "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.
Note: 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.
Exporting To QuickBooks Online
You can export transactions to QuickBooks from several places:
1. 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.
2. From each event's dashboard, you can click on "Export QuickBooks" to export the event payments for just this event.
3. 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:
1. An Invoice
2. A Payment for the gross payment
3. 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 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.