How Credit Card Purchases Sync to QuickBooks***Coming Soon***

Audience: Administrators

Purpose: To explain how credit card purchases flow from Member365 into QuickBooks Online.

Loom Video: 

Overview

When a member pays by credit card, Member365 automatically:

1. Creates an invoice in Member365.
2. Sends that invoice to QuickBooks Online.
3. Creates or updates the Customer record in QuickBooks.
4. Records the payment in QuickBooks.
5. Applies the payment to the invoice. 

There is no manual action required by administrators for credit card payments.

What the Member Sees

1. The process starts when a member completes a purchase.
2. On the payment screen, they select Credit Card and complete the payment.
3. They receive a confirmation email with their Member365 payment receipt. 

At this moment, the invoice and payment are posted to QuickBooks automatically.  This sync to QuickBooks is typically completed within five minutes, as transactions are processed in the background to optimize system performance.

What the Administrator Sees in Member365

1. Go to:  Financial → Manage Invoices.
2. Locate the invoice associated with the new member.
    
3. You will see:
   • The Member365 invoice number (e.g., MR-2025-0017)
   • The QuickBooks invoice number linked beneath it (e.g., 1926)

You may click either number:

• The Member365 number → opens invoice in Member365
• The QuickBooks number → opens the same invoice in QBO

What Happens in QuickBooks Online

In QuickBooks:

1. A Customer Record is created (if the member doesn't already exist).
2. An Invoice is created using your mapped Chart of Accounts.
3. A Payment is recorded and applied to the invoice. 

To view it:

1. In Quickbooks, go to Sales → Customers.
2. Search for the member’s name or email.
3. Open the customer record.

Key Notes

• Allow up to five minutes for updates to appear in QuickBooks.
  Transactions are processed in the background to maintain speed and reliability.
  
   

Related Articles:

• How to Record Check Payments and Sync Them to QuickBooks
• How to Connect Member365 to QuickBooks Online
• How to Process Refunds and Sync Them to QuickBooks