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Home > Integrations > QuickBooks Online Integration > QuickBooks Online Integration - Getting Started
QuickBooks Online Integration - Getting Started
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Introduction


 

QuickBooks Online is designed to help you manage your business finances with ease. With this integration,  GrowthZone transactions (invoices, payments, credits, etc.) are transferred into QuickBooks Online in real-time. This seamless integration will help you save staff time and increase organizational efficiencies.

 

How can the QuickBooks Online integration help my association?

 

Manage

  • Accounting data is centralized in one place alongside the rest of your association's financial information. You don't need to combine data from multiple tools to get a complete picture of your association's financial health.
  • Save time by not exporting accounting data on a regular basis. Every invoice, payment, credit, and refund that happens is synced to your accounting system as it happens.
  • Quickly generate and share periodic financial updates with your board.

Engage

  • Experiment with new member benefits and opportunities to connect knowing that it will be easy to determine if it's viable to continue.

Grow

  • Identify profitable non-dues revenue activities and invest in them to create multiple healthy income streams.
  • Share the health and growth of your association with your community to build credibility and create new opportunities.

 

Setup Process


While connecting QuickBooks Online to your GrowthZone database is a big change to how your association operates, these steps break the work into manageable chunks. Following these steps also saves you time by prompting you with important questions before you build or edit a setup that would be tiresome to redo or undo. 

 

Step 1 Qualification

Before you invest any time in the integration we want to make sure this feature is a good fit for your association. The integration does not currently support:

 

  • QuickBooks Online accounts with more than 1 company
  • Canadian QuickBooks Online accounts

 

If either of the above conditions are true, unfortunately this feature is not a good fit for your association right now.

You will start by cleaning up your database as described below.

 

Step 2 Cleaning and Organization

Connecting your GrowthZone database to QuickBooks Online is a fresh start for your accounting. This is a great time to inactivate items in both GrowthZone and QuickBooks Online that you no longer use. 

 

Some things to review:

  • GrowthZone fee items
  • GrowthZone GL accounts
  • QuickBooks Online products/services
  • QuickBooks Online GL accounts

 

The more time you invest in this step, the easier your setup and mapping will be in step 5.

 

Step 3 Prepare for Best Practice Mode

Best Practice mode adds a number of protections to GrowthZone to ensure that all transactions are properly tracked and traceable. 

Review the changes that Best Practice mode will bring to your day-to-day processes and discuss with your team. 

Most GrowthZone customers have found that the added protections make GrowthZone easier to use and improve interactions with members.

 

Step 4 GrowthZone Enables Best Practice Mode and QuickBooks Online

When you are ready to enable Best Practice mode, we will flip the switch for you. We will also enable the QuickBooks Online integration so that you can begin your setup and mapping.

 

Step 5  Setup and Mapping

GrowthZone will send every transaction to your QuickBooks Online account in near-real time. We do this by connecting your GrowthZone data to similar items in QuickBooks Online.

In this step, you'll match your GrowthZone data to equivalent items in QuickBooks Online. For example, you'll match GrowthZone fee items to QuickBooks Online products/services.

 

Qualification - Make sure the integration is a good fit for your association


Before you and your team invest any time in setting up or configuring the GrowthZone integration with QuickBooks Online we want to make sure that this integration is a good fit for your association.

Red Light

These needs are not a fit with the integration right now. If any of these apply to your and your association then unfortunately we cannot continue:

  • QuickBooks Online accounts with more than 1 company
  • Canadian QuickBooks Online accounts
  • Must use GrowthZone Pay or NAR Ecommerce payment gateways

Yellow Light

If any of these items apply to your or your association, treat them like a quick checkpoint before you begin the integration. You can successfully integrate with QuickBooks Online but it may take extra effort from you and your team:

  • Transitioned from QuickBooks Desktop to QuickBooks Online in the last quarter

Green Light

If none of the above items apply to you or your association then let's continue and get your integration process started!

 

Setup Process

 

Clean Up: Inactivate Unused Fee Items and Products/Services


 

You may have fee and/or GL Accounts configured in GrowthZone that were imported as part of your initial conversion or are no longer used by your current business processes. Similarly, you may have products/services in QuickBooks Online that are no longer used. Inactivate these old and unused items to make your setup and mapping process as easy as possible.

 

Chart of Accounts 

De-activate any accounts that you will no longer be using. See De-activate AccountTo de-activate GL accounts in QBO see the QuickBooks instructions.

 

Fee Items 

 

Payment Gateways

  • QBO supports GrowthZone Pay and NAR Ecommerce. If needed, set up your gateways prior to mapping to QBO. If you are not currently using GrowthZone Pay reach out to [email protected] for details on getting started.

Discounts

  • If you currently have discounts you do not need to recreate them. However, if you introduce new discounts in the future you will create those prior to mapping to QBO. Discounts in GrowthZone work differently than discounts in QuickBooks. Synced invoices with discounts will appear in QuickBooks with a negative line item for each discount.

 

Tax Items

  • If you currently have taxes set up you do not need to recreate them. However, if you introduce taxes in the future you will create those prior to mapping to QBO. IMPORTANT: For the fee items you will sync to QuickBooks remove any existing sales tax configured on those Products/Services. Sales tax will be added by GrowthZone. See Set up Taxes for instructions. 

 

Payment Options

  • If applicable, you have configured any additional payment types you need. See Setup Trade & External Payment Types. All GrowthZone payment types are available to map to QBO even if you are not using them in QBO.

 

Contact our Engagement team 


After you've reviewed the protections added by Best Practice mode and set your first closed period, you're ready to have Best Practice mode enabled and to have your QuickBooks Online integration enabled. Contact our Engagement team [email protected] to move forward. 

 

The Prep List below should be complete prior to requesting a proposal. 

 

  • Reviewed new protections with all staff at your association.
  • Identified new steps to complete daily actions, particularly related to editing or changing invoices.

  • Closed periods enabled and at least one closed period created.

  • Cleaned and organized fee items and are happy with how fee items are named.

 

Enable Best Practice Mode 


GrowthZone must be set to Practices (BP) mode. To help your staff adhere to generally accepted accounting best practices, we’ve added guardrails (Best Practices Mode) to ensure when transactions are made/modified in GrowthZone that they are easily transferable to QBO. Read more about Best Practice Mode

 

GrowthZone staff will enable Best Practice Mode for you.  

 

Connect GrowthZone and QuickBooks Online


Before connecting GrowthZone to your QuickBooks account, we suggest you back up your existing QuickBooks data. The button below will take you to QuickBooks' training for backing up your data. See QuickBooks instructions

 

To connect GrowthZone to QuickBooks Online:

 

  1. Go to Setup -> Integrations -> QuickBooks Online
  2. Click Connect QuickBooks
  3. You may be prompted to sign in to QuickBooks Online if you have not recently signed in from your browser
  4. Click Connect to accept the connection to GrowthZone
  5. The screen will change to show Connected. When you see this you can close the tab.

 

You've now connected GrowthZone to your QuickBooks Online Account. You can begin mapping your GrowthZone fee items, GL accounts, and more to QuickBooks Online. Transactions will not begin to sync from GrowthZone to QuickBooks until you choose to begin.

 

Quickbooks Online Settings 


For best results when syncing transactions from GrowthZone to QuickBooks Online, review the following settings and adjust your QuickBooks Online database as recommended.

 

Disable Custom Transaction Numbers

This setting allows you to edit the reference number on all transactions except payments. This is enabled by default but can cause issues if you create invoices or other transactions in QuickBooks Online that are not related to GrowthZone activity. 

 

If this is enabled, invoices or other transactions from GrowthZone may use a reference number that already exists in QuickBooks Online. If this happens, the transaction from GrowthZone would not sync and you would not see that transaction in QuickBooks Online.

If you need this setting enabled, you can manually edit the reference number of any transactions in QuickBooks Online that has the same reference number as a GrowthZone transaction but we strongly recommend disabling this option.

 

Ensure Unique Invoice Numbers for Synced Invoices

 

If you have previously recorded invoices in your QuickBooks Online account it's important to ensure that any invoices you create in GrowthZone do not use the same invoice numbers. If an invoice synced from GrowthZone has the same number as an invoice that already exists in QuickBooks Online, the invoice and/or payment may not be recorded properly. 

 

Find Highest Invoice Number in QuickBooks Online

 

The best location to find your highest invoice number in QuickBooks Online is in the Sales module -> Invoices tab. From here, click on the No. column to sort to see the highest invoice number. See QuickBooks Online documentation. 

 

The easiest way to avoid this issue is to change the Next Invoice Number field in GrowthZone to a value beyond any invoice number that exists in QuickBooks Online.

 

You've now eliminated the possibility of any conflicts with GrowthZone invoices matching an existing invoice number in QuickBooks Online.

 

 

NOTE: If you do have an issue where a GrowthZone invoice number is the same as an invoice number in QuickBooks Online, we suggest changing the invoice number in GrowthZone and using the resync button in the QuickBooks log. The log is available by going to Setup -> Integrations -> QuickBooks Online -> Logs.

 

 

See QuickBooks Online documentation for instructions. 

 

Mapping

Mapping tell GrowthZone how to translate transactions into something that QuickBooks Online can understand. Most of the mapping is connecting things with similar concepts but different names between GrowthZone and QuickBooks Online. One example of this is mapping GrowthZone fee items to QuickBooks Online products/services. While these have different names, they're conceptually doing the same thing in each application.

 

IMPORTANT: Mapping can not take place until the QBO Integration is enabled. See above. 

 

Map GrowthZone Payment Gateways to QBO Payment Methods. 


Payment Gateways in GrowthZone must map directly to payment gateways in QuickBooks Online. Payment Gateways must be created in both GrowthZone and QBO so that you can map them. Our GrowthZone team will assist you with the initial mapping.

 

To map your Payment Gateways

 

  1. Click Setup in the left-hand navigation panel
  2. Click QuickBooks Online in the Integrations section.
  3. On the QuickBooks Online Integration screen, click Payment Gateways.
  4. For each of your payment gateways select the corresponding QuickBooks payment method. 
  5. Click Done.

 

Map Payment Types


 

  1. Click Setup in the left-hand navigation panel
  2. Click QuickBooks Online in the Integrations section.
  3. On the QuickBooks Online Setup screen click Payment Types
     
  4. For each GrowthZone Payment Type listed on the QuickBooks Online Payment Mappings screen choose the corresponding Payment Methods. The GrowthZone payment types will also include any of the trade/external types you may have setup. 
  5. Click Done.

 

Map GrowthZone Fee Items to QBO Products & Services  

 

In order for QuickBooks Online to process transactions received from GrowthZone, QuickBooks must understand how the line items on those transactions should be mapped to items in QuickBooks. 

 

Important Fee Item Setup for QBO!

  • Product Category does not sync to QuickBooks online so you should update QuickBooks with categories similar to those in GrowthZone.
  • Sales Tax is handled by GrowthZone. Remove any existing sales tax configured on Product/Services in QuickBooks. Sales tax will be added by GrowthZone. 
  • GrowthZone’s integration with QuickBooks does NOT currently support deferred or split revenue recognition.

 

To map your fee items:

 

  1. Click Setup in the left-hand navigation panel
  2. Click QuickBooks Online in the Integrations section.
  3. On the QuickBooks Online Setup screen click Fee Items.
  4. On the QuickBooks Online Fee Item Mappings screen you will find a list of all of your fee items. From the QuickBooks Online Fee Item drop-down choose the corresponding QuickBooks fee item. 
     
  5. Once you have completed the mapping click Done.

 

Map Chart of Accounts to QuickBooks Chart of Accounts


 

Configure accounts in GrowthZone to match your existing Chart of Accounts in QuickBooks.See Setup Your Chart of Accounts for instructions. We recommend that the names in GrowthZone match to the ones in QBO but this is not required. 

 

After creating your accounts you'll map the GrowthZone GL accounts to the matching accounts in QuickBooks:

 

  1. Click Setup in the left-hand navigation panel
  2. Click QuickBooks Online in the Integrations section.
  3. On the QuickBooks Online Setup screen click Chart of Accounts.
  4. Your GrowthZone accounts are displayed in the left hand column and a drop-box in the right hand column allows you to choose the QuickBooks account to which you wish to map a Growthzone account.
  5. Click Done

 

Map Tax Sets


 

To sync taxes between GrowthZone and QuickBooks Online you'll map your GrowthZone Tax Sets to Custom Tax Rates in QuickBooks Online. NOTE: The integration does not work with the Automatic Sales Tax calculation feature in QuickBooks Online. Remove any existing sales taxes configured in QuickBooks. Sales tax will be added by GrowthZone when invoicing your members or customers. See Setting Up Taxes for further instructions.

 

To map your tax sets:

 

  1. Click Setup in the left-hand navigation panel
  2. Click QuickBooks Online in the Integrations section.
  3. On the QuickBooks Online Setup screen click Tax Sets.
  4. On the QuickBooks Online Tax Set Mappings screen all of your GrowthZone tax sets will be displayed. Choose the corresponding QuickBooks tax rate. 
  5. Click Done.

 

Map Discounts


 

QuickBooks handles discounts differently. In GrowthZone you will create the discounts per usual but in QuckBooks you create a product/service for the discount. Discounts in GrowthZone will map to Product/Services in QuickBooks Online. When you create the discount In QuickBooks you will define a category. Enter the name “Discount” in the Category field. If it does not exist, create it. This will make mapping to GrowthZone more efficient.

 

To map your discounts:

 

  1. Pre-requisites:

  2. Click Setup in the left-hand navigation panel
  3. Click QuickBooks Online in the Integrations section.
  4. On the QuickBooks Online Setup screen click Discount Mapping.
  5. From QuickBooks Online list choose the discount product/service to map to the GrowthZone Discount. GrowthZone will only display products/services from QuickBooks that use the category created in step 1. This makes it as easy as possible to select the correct discounts to map.

 

Map GrowthZone Transaction Classes to QuickBooks Online Transaction Classes (Optional)

 

For best results, only configure transaction classes on products/services in QuickBooks. Any transaction classes configured in GrowthZone will override the transaction class mapped to the product/service in QuickBooks. If you do need to configure transaction classes in GrowthZone see Setting up Transaction Classes for instructions. Transaction classes are only available with QuickBooks Online Plus and Advanced subscriptions.

 

To map transaction classes:

 

  1. Create your Transaction Classes as described in Setting up Transaction Classes.
  2. Click Setup in the left-hand navigation panel
  3. Click QuickBooks Online in the Integrations section.
  4. On the QuickBooks Online Setup screen click Transaction Classes.
  5. Select the QuickBooks Transaction Class to be mapped to the GrowthZone transaction class.
  6. Click Done.

 

Mapping Write-offs

 

QuickBooks Online removes bad debt from your system by applying a credit memo tied to a bad debt product/service to cancel out an uncollectible invoice. These setup steps will help you create a bad debt expense account and product/service in QuickBooks Online so that GrowthZone can translate writeoffs in to the appropriate credits in QuickBooks Online.

 

Writeoffs in GrowthZone are applied to the income account of each fee item on an invoice. You'll create a map between each income account in GrowthZone and a bad debt product/service in QuickBooks Online. Then, when you write off an invoice in GrowthZone, the integration will appropriately credit out each line item along with any taxes or discounts in QuickBooks Online.

 

Setup in QuickBooks Online:

 

  1. Create a Bad Debt account in QuickBooks Online. See QuickBook Online for instructions. 
  2. Create a bad debt item in QuickBooks OnlineSee QuickBook Online for instructions. 

 

Now that you've set up bad debt items in QuickBooks, complete the steps below in GrowthZone. 

 

  1. Create a bad debt expense account
    • It's not strictly necessary to create a bad debt expense account in GrowthZone and map it to your bad debt account in QuickBooks but having this account configured provides additional flexibility if you would prefer to write off certain invoice line items directly to your bad debt account in the future. See Setup your Chart of Accounts. IMPORTANT: Be certain to set the account to type Expense. 
  2. Map bad debt expense account

 

Contact Matching


GrowthZone will remain the system of record for your contact and member information. QuickBooks Online will maintain a minimum amount of contact information. When syncing transactions to QuickBooks, GrowthZone first checks to see if the contact responsible for the transaction exists in QBO. 

 

GrowthZone QuickBooks
First Name + Last Name + Suffix Customer display name

 

There are 3 ways you can resolve this issue:

 

  1. Change the customer display name in QuickBooks

  2. Change the first name, last name, or suffix in GrowthZone

 

 

QuickBooks Online Transactions


 

Transactions sync to QuickBooks Online near real time. QuickBooks limits the sync to 500 transactions per minute. If you generate a large number of invoices, GrowthZone will send them to QuickBooks and catch up as quickly as allowed.

 

The sync sends data from GrowthZone to QBO. There are no transactions or other data syncs from QuickBooks to GrowthZone.

 

The following transactions are currently supported:

 

  • Invoices
  • Payments
  • Discount
  • Refunds
  • Write-offs

 

Transactions are sent to QBO near real time. However, QBO limits the sync to 500 transactions per minute. If you generate a large number of transactions, GrowthZone will send them to QBO and catch up as quickly as allowed.

 

 

Invoices


New invoices, edits to existing invoices and voids of invoices will be synched (near real time)  to QBO. 

 

  • Create an Invoice: When an invoice is created, either manually or automatically, in GrowthZone, the invoice will be sent to QBO. 
    • If an invoice is created for a contact who already exists in QBO the invoice will be assigned to the existing contact

    • If an Invoice is created for contacts who do not yet exist in QBO a new contact will be created.

  • Correct an Invoice: If you need to make a change to an invoice you will edit that invoice. The result will be that the original invoice is credited and a new invoice is created noted by a -c. The new invoice and the credit to the original invoice will be sent to QuickBooks. See Edit an Invoice (BP Mode) for further information. 
  • Void an Invoice: Voiding an invoice in GrowthZone will void the same invoice in QuickBooks.  See Void an Invoice for further instuctions on voiding an invoice. 

 

Payments


 When a payment is made (either on-line, via the Info Hub or manually in the back office), the payment will be sent to QBO near real time. All links to the original invoice will automatically redirect to the corrected invoice. If a member opens an email to pay their original invoice that has since been corrected, GrowthZone will open up the corrected invoice and members will no longer see the original invoice.

 

  • If a payment is applied to multiple invoices payments the payments are applied to the same invoices in QBO.
  • If a payment in GrowthZone results in an overpayment the over payment will be reflected in QBO.  
  • if a partial payment is made on an invoice in GrowthZone QBO will show the same remaining balances for the invoice.
  • If a payment is made towards multiple invoices this wil be accurately reflected in QBO. 

 

Payments synced from GrowthZone to QuickBooks will include the mapped payment method as well as the reference number for the payment. For checks this is the check number. For credit card payments this will be your credit card processor’s transaction or reference number.

 

IMPORTANT! QuickBooks Online does not support unapplied payments in the same way that is possible in GrowthZone. We discourage unapplying payments when using the QuickBooks Online integration. If you do unapply a payment in GrowthZone, you may need to make manual changes in QuickBooks Online to accurately reflect this GrowthZone action.

 

Void a Payment

 

Voiding a payment in GrowthZone will void the same payment in QBO.

 

Credits


 

When a credit is created in GrowthZone the credit will sync to QBO. There are various ways that a credit can be generated in GrowthZone but regardless of how the credit has been created it will sync. Each fee item on a credit in GrowthZone will appear as a credited product or service on the credit memo in QBO. 

 

Apply Credits

 

Credits can be applied in various ways in GrowthZone. See Add/Apply Credits. Regardless of how the credit is applied in GrowthZone they will sync to QuickBooks as an applied credit payment and can be viewed on invoices just like a payment. 

 

Refunds


When you issue a refund in GrowthZone the refund will be synced to QBO. How the refund is synced will depend on whether or not a payment was applied to an invoice.

 

Payment refunded has been applied to an invoice

 

A payment is applied if it is tied to one or more line items on an invoice. Almost all payments in GrowthZone are applied to invoice line items. Refunds for applied payments in GrowthZone will sync to QuickBooks as a refund receipt.

 

Payment to be refunded is not applied to an invoice

 

A payment is unapplied in GrowthZone if you have received the money but the money is not connected to any line items on an invoice. Unapplied payments are created by entering a payment in the Billing or Contacts modules but not selecting invoices. Refunds for unapplied payments will sync to QBO as an expense.

 

Bank Deposit Reconciliation


Get a list of individual payments included in a deposit

To create an accurate deposit we first need to know which payments were included in a deposit. Payments collected on a specific day may or may not all be included in the same deposit depending on many factors like the card issuer, time of day the payment was collected, and how different banks handle weekends and holidays.

 

GZ Pay 

The GZ Pay Transfers Details Report has exactly the information you're looking for. Go to the Reports module and search for GZ Pay Transfers Details.

Next we'll configure the report to make things as easy as possible:

  • Date Range
    • Set this to include at least the date that you received the deposit in your bank account. This filters the Transfer Paid Date on the report. A reasonable option is to select the Last Two Weeks filter option
  • Summarize By
    • Set this to Transfer Id. This will group every payment you've received by the date it was transferred to your bank account.

Run the report by clicking Run Report. If your date range includes multiple transfers/deposits you'll see several transfer IDs on the left-most column. Use the Total column of each deposit to determine which one matches your bank account deposit. You'll also use the Fee column to document processing fees in QuickBooks.

Click on the ellipsis button next to Run Report to and choose Save as New Report to save the report with these criteria for quick access in the future.

 

Non-GZ Payment Processors

If you do not use GZ Pay for payment processing, your gateway almost certainly offers a report that either shows individual payments and when they were deposited in your bank account or a report that breaks out a deposit into the individual payments included.

Be sure whatever report you find includes the following information for each payment included in a deposit:

  • Total payment amount
  • Processing fees
  • Unique reference number

 

Create Deposit in QuickBooks

With your report of payments included in a deposit you're now ready to create a deposit in QuickBooks and match your documented payments to the deposit in your bank account. See Quick Books instructions.

 

Connecting your bank accounts to your QuickBooks Online account will make it even easier to reconcile deposits to your bank account. The connection with your bank will pull in the deposited amounts and you can quickly reconcile your bank with your payment processing report.

 

 

Tracking Errors and Sync History


 

GrowthZone logs the integration with QuickBooks. You should make it a habit to review the sync log for errors or issues on a regular basis. This is particularly important when you first configure the sync and also around any busy billing seasons that you have. Those subscribed to the Quick Books Sync Error notification will receive an email letting them know of the sync error. 

 

For your first month of using this integration we recommend reviewing the sync log every week. Catching an error early can prevent future confusion or compounding errors. Access the sync log in Setup -> Integrations -> QuickBooks Online -> Logs tab.

 

Select the  or the  to apply any filtering options you wish. For example, perhaps you only wish to see logs in a specific date range. 

 

In the Message field you will see an indication of what caused an error. HIghlight over the error to view additional details.

Once you resolve the error(s) you can resync individually (by clicking the Icon) or you can resync all errors by click the Resend Failures button. Most errors you will recieve are missing data: This may be a missing ledger account or a fee item. To resolve these errors you wil want to ensure that you have mapped those accounts or fee items to QBO. You may also recieve and error when data is misconfigured. There are specific charetic limits for each field. See Character limitations for fields in QuickBooks for further details. 

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