How to Record Check Payments and Sync Them to QuickBooks***Coming Soon***

Audience: Administrators

Purpose: To explain how to process payments made by check and ensure the payment is properly recorded in both Member365 and QuickBooks Online.

Loom Video: 

Overview

If any of your purchase workflows allow the member to pay by check, Member365 will:

1. Create the invoice in both Member365 and QuickBooks.
2. Leave the invoice unpaid in both systems.

Once the check is received, you will mark the invoice as Paid in Member365. This action automatically updates the invoice payment in QuickBooks as well.

What The Member Sees

1. The process starts when a member completes a purchase.
2. On the payment screen, they select Check.
3. They receive a confirmation email with their Member365 invoice showing a balance owing. At this moment, the invoice and payment are posted to QuickBooks automatically.  This sync typically completes within five minutes, as transactions are processed in the background to optimize system performance.

To verify:

In Member365 go to → Financial → Manage Invoices
The invoice will show Pending Payment

In QuickBooks go to → Sales → Customers → Search for Member
The invoice will show Open / Unpaid

What The Admin Sees When Payment Arrives

When the check arrives you will need to update the payment status in Member365.

Step 1 — Locate the Invoice in Member365

1. Go to Financial → Manage Invoices.
2. Find the invoice for the member who has sent the check.
3. Click the invoice to open it.
    

Step 2 — Mark the Invoice as Paid (Check Received)

1. Scroll to the bottom of the invoice.
2. Click Process Payment.
3. Select Check as the payment method.
4. Enter:
    
   • Check Number 
   • Any internal notes (optional)
     
      
5. Choose whether to:
    
   • Continue (no email) – No notification sent to the member.
   • Continue & Send Email – Sends a receipt to the member (any email that is about to be sent will display first so you can edit or approve it.).

The invoice now shows Paid in Member365.

Step 3 — Confirm the Update in QuickBooks

1. Login to QuickBooks Online.
2. Open Sales → Customers.
3. Search for the member’s name or email.
4. Open their customer record.  Note that a Payment entry has been automatically created and linked to the invoice.  Please note that this update may take up to five minutes to appear in QuickBooks, as payments are processed in the background to ensure optimal system performance.

How QuickBooks Handles Check Payments

• The payment is recorded in the Deposit Account you selected during setup
  (usually: Checking / Operating Bank).
• The invoice and customer record remain synced.
• No double entry or re-entry is needed.

Workflow Overview

Key Notes

• Never record the check directly in QuickBooks first.
  Always mark the invoice paid in Member365, so the sync stays accurate.
• 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 Credit Card Purchases Sync to QuickBooks
• How to Connect Member365 to QuickBooks Online
• How to Process Refunds and Sync Them to QuickBooks