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Quickbooks integration

Quickbooks integration

Summary and Overview

Learn how to connect QuickBooks to your Membes AMS instance to automatically export invoices and payments.

The QuickBooks integration allows invoices generated in Membes, such as membership applications, renewals, events, and manual invoices, to sync directly with your QuickBooks account. This reduces manual data entry, improves accuracy, and streamlines your financial workflow.

Before You Start

You’ll need:

  • Administrator access

  • An active QuickBooks account

  • Your QuickBooks Client ID and Client Secret

  • Access to create or manage integrations in QuickBooks

Steps

1. Enable the QuickBooks Integration

  1. Open the Account meny by clicking your name in the top right corner.

  2. Select Licence.

  3. Expand the Integrations section.

  4. Scroll to QuickBooks and click Enable.

  5. Confirm by clicking Yes, Enable in the pop-up.

2. Connect to QuickBooks

  1. Click the gear icon in the top right corner to go to Configuration & Settings.

  2. Select Integrations from the left-hand menu.

  3. Click QuickBooks.

  4. You will see the information required to connect your account.

    1. NOTE: You may need your Quickbooks account open in another tab or window to access the required information, click the Intetgrations button in the Quickbooks toolbar to search for the Membes integration.

  5. Copy your Client ID and Client Secret from QuickBooks and paste them into the corresponding fields in Membes.

  6. Click in the Redirect URI field in Membes to automatically copy it to your clipboard.

  7. Paste this into the appropriate field in QuickBooks.

  8. Repeat the process for the Webhook Endpoint.

  9. Once all fields are completed, click Connect to QuickBooks.

  10. Follow the prompts and click Connect to authorise access, you will see a confirmation message once the integration is successfully connected.

3. Configure Default Settings

  1. After connecting, you can configure your default QuickBooks settings.a

  2. Membes will use the default settings configured here if specific item codes or classes are not specified where an invoice may be generated wtihin the AMS, for examplon an event or Membership Type.

  3. You can also choose:

    1. Whether invoices are exported only when marked as paid (default setting)

    2. Or whether all invoices are exported

    3. Whether payment status should sync back from QuickBooks to Membes

  4. Once configured, click Save.

4. Quickbooks contact

As part of the default process to record an invoice a contact will be created in Quickbooks and the contact ID will be passed back to the Membes administration system and any future invoices will be recorded against this contact ID.

This process may initially create a duplicate contact within Quickbooks that will need to be merged after the first paid invoice is recorded in Quickbooks.

It is critically important when merging contacts in Quickbooks that you merge the old contact into the newly created contact so the contact ID is passed back to the Membes administration system. This ensures no further duplicate contacts are created.

Adding Quickbooks contact ID to a Membes profile

  1. If you would prefer, you can add the Quickbooks contact ID directly to a profile in your Membes admin. To do this, you will need to have Quickbooks opened in a separate tab or window.

  2. To locate the Quickbooks contact ID, open the relevant contact within Quickbooks.

  3. The Quickbooks contact ID can be found in the URL when viewing the Quickbooks contact, it will appear as a string of text and numbers after ".../app/customerdetail?nameId=".

  4. Copy the Quickbooks contact ID.

  5. Locate the relevant profile in the Membes admin.

  6. Click on Other, and select Quickbooks Settings (Note: this will only be visible if the Quickbooks integration is enabled).

  7. Paste the ID you've just copied from the Quickbooks URL into the Quickbooks Contact ID field and press Save.

5. Invoices

Manually add invoice record to Quickbooks

  1. An invoice record is automatically imported into Quickbooks, however occasionally you may need to add an invoice record manually.

  2. First, go to the profile for the invoice you need to add.

  3. On the profile, go to Finance > Invoices and locate the relevant invoice from the list.

  4. Click on the Edit button.

  5. Scroll to the bottom of the editable fields, if the invoice is yet to be imported to Xero it will say "No invoice in Quickbooks".

  6. Click the Add to Quickbooks button.

Once the invoice has been added to Xero, the Quickbooks invoice ID will be displayed on the screen.

Cancellation of an invoice

  1. Whenever an invoice is cancelled within the Membes admin, this will also void the invoice in Xero. Similarly, if an invoice is voided within Xero it will also be cancelled in Membes.

Clear Quickbooks invoice reference

  1. If an invoice has imported incorrectly, you can clear the Quickbooks reference which will void the invoice in Quickbooks.

  2. To do this, click the Clear Reference To Quickbooks button.

Important

  • The integration must be fully authorised in QuickBooks before invoices can sync.

  • If an item or class codes are not configured, the system will rely on the fallback defaults set in the integration settings.

  • Removing or altering a contact ID may prevent invoices from being recorded to Quickbooks for a profile.

    • The Quickbooks Contact ID is the reference ID that maps this Profile to a Xero Contact.

      If this ID is blank, this Profile is not mapped to a corresponding Xero Contact. A Xero contact will be created and mapped to this Profile when an invoice is next created for this profile. Alternatively, if you have a Contact in Xero you can map it to this Profile by pasting the Xero Contact ID into this field.

       

Video Tutorial

Quickbooks integration

Troubleshooting

Invoice not appearing in QuickBooks?

  • Confirm the integration is connected

  • Check whether invoices are set to export only when paid

  • Verify item and class codes are configured

  • Ensure authorisation has not expired in QuickBooks

  • If invoices are not recording to QuickBooks for a profile, it may be that the QuickBooks contact this profile maps to no longer exists in QuickBooks.

    • If this is the case you can replace this ID with a QuickBooks Contact ID that does exist, or remove the ID and leave it blank and Membes will create a contact for you the next time an invoice is created for the profile.

If issues persist, submit a Help Desk ticket including:

  • The invoice number

  • Screenshot of your QuickBooks integration settings