With the member billing system included in MemberLeap, we provide an interface with QuickBooks (QuickBooks Online; Desktop for PC, 2015 and later - Intuit dropped support for QuickBooks Desktop 2014 on May 31, 2017).
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.
Due to the complexity of setting up the initial general ledger account codes and classes to mimic what you already have in your Quick Books account, there is an initial setup cost of $875.
There is a $35 monthly customer support fee, which is included in the Platinum MemberLeap Plan.
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:
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.