QuickBooks Interface

 

Accounts Receivable Management Tool

With the member billing system included in MemberLeap, we provide an interface with QuickBooks (Desktop for PC, 2014 and later; and QuickBooks Online).

NOTE: Due to the complexity of setting up the initial general ledger accounts, there is an initial setup cost of $750.  The extra $25 monthly synchronization fee is included in the Platinum MemberLeap Plan; however, if another plan is selected, this payment will apply.

Similar to QuickBooks and other account software, the billing system works on a basis of invoice and payment transactions. Invoices are used to indicate that a member owes for dues or other items. Payments applied to these invoices are used to indicate that payment has been made for such items. There are also invoice and payment transactions within the event registration and store modules.

MemberLeap includes features to integrate with online payment gateways to allow members and event registrants to pay online. The resultant payment transactions are recorded automatically. The system also includes features to send reminder invoice notification to members and registrants, in case they have not paid for dues or fees. These and other features make the system a powerful tool to automate collections.


Single Entry

The assumption for using the QuickBooks interface is that you would use MemberLeap as the primary point of entry for all transaction. As members join and renew and pay online, these transactions are created in the system. Similarly if people register for an event or make a purchase from the store, invoices and payments are created in the system. If members pay by check, you would manually record the payment in the system. By using the QB interface, you would then create parallel transactions (of equal amounts and dates) in QB. This allows all entry to be done in the system, but still be able to use QB for reporting and accounting purposes.

Our QuickBooks Interface works like this:

  • Create Items in QuickBooks.
  • Assign those Items to General Ledger Accounts (GLA) in MemberLeap.
  • Assign GLA to various items in MemberLeap that go on invoices (e.g., dues, event registrations, online store items).
  • Export transactions from MemberLeap to QuickBooks - this can be done either as a combination of Invoices and Payments or as Sales Receipts (if you do not want to record unpaid invoices in QuickBooks).
  • Customer records in QuickBooks correspond to Member and/or Event Contact records on MemberLeap.
  • Transactions start in MemberLeap and are then exported to QuickBooks; we cannot import transactions from QuickBooks.
  • Once a transaction has been exported to QuickBooks, any changes you make to it in one system will have be done manually in both systems (example, if someone attending an event switches to a different priced package after their invoice has been exported to QuickBooks, you may have to manually update it in QuickBooks, depending on how you process the change.)
     

Keeping in Sync

To keep transactions in sync, we have a nightly check that verifies that each transaction remains in sync. This prevents situations where transactions are manually manipulated in QuickBooks or within the system, such that the two systems would become out-of-sync.

With this interface, you can take advantage of the conveniences of both our membership billing system (designed to make membership registration, billing, and collections easy) with the bookkeeping features of the widely-popular QuickBooks accounting package.