Audience: Administrators
Purpose: To connect Member365 to your organization’s QuickBooks Online account and map the correct accounts for invoices, payments, and reporting.
Loom Video:
Overview
Member365 can automatically send invoices and payments to QuickBooks Online (QBO). To enable this, you will connect your QuickBooks account and map your Chart of Accounts so revenue is recorded correctly.
This setup only needs to be done once.
Before You Begin
You will need:
- Administrator access in Member365 with access to Financial Settings.
- Administrator access in QuickBooks Online.
- Your organization’s Chart of Accounts in QuickBooks ready.
(You may need to create accounts if they do not already exist).
Step 1 — Authorize Member365 to Connect to QuickBooks
- In Member365, go to: Financial → QuickBooks → Settings.
- Click Authorize QuickBooks Account.
- A QuickBooks login window will appear. Sign in using your QBO administrator credentials.
- Select the company you want to connect.
- Confirm the authorization.
Once completed, Member365 and QuickBooks are now linked.
Step 2 — Map Your Core Accounts
After authorization, you will map your main accounts:
| Setting | Description |
Example (What to Choose in QBO) |
| Country | Your organization’s location | Canada / US / etc. |
| Default Sales Account | Where general revenue should be recorded | Sales / Revenue |
| Accounts Receivable | Your AR control account | Accounts Receivable |
| Accounts Payable | Your AP control account (if used) | Accounts Payable |
| Deposit Account | Where payments should be deposited | Checking / Bank |
| Refund Account | Where refunds are recorded from | Checking / Bank |
| Notification Email | Who should be notified if syncing issues occur? | Finance contact email |
Click Save to continue.
Step 3 — Map Your Tax Codes
If your organization does not charge tax:
→ Click Save Tax Accounts and move to Step 4.
If your organization does charge tax:
- The system will display your QuickBooks tax codes.
- Match each Member365 tax category to the correct QBO tax rate.
- Click Save.
Step 4 — Map Revenue Accounts for Each Module
Member365 can generate revenue from several sources (e.g., memberships, events, store purchases, job postings, ad-hoc/manual invoices, donations).
Each of these should point to a specific revenue account in QBO.
Examples:
| Member365 Revenue Source | Example Account to Map to in QBO |
| Membership Fees | Membership Revenue |
| Event Registrations | Events Revenue |
| Online Store / Web Invoices | Sales / Merchandise Revenue |
| Job Board | Job Posting Revenue |
| Donations | Donations / Contributions |
| Shipping Charges (if used) | Shipping Income |
| Credits / Bad Debt | Contra-Revenue or Expense Accounts |
If a revenue account does not exist yet, create it in QuickBooks first, then return to this page and select it from the dropdown.
When finished, click Save.
Setup Complete
Your integration is now active. From this point on:
- When a member purchases, Member365 creates:
- A Customer in QuickBooks (if not already present).
- An Invoice in Member365 and in QuickBooks.
- And, if paid online, a Payment Record in Member365 and in Quickbooks.
Related Articles:
- How Credit Card Purchases Sync to QuickBooks
- How to Record Check Payments and Sync Them to QuickBooks
- How to Process Refunds and Sync Them to QuickBooks
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