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QuickSchools Integration to QuickBooks

QuickSchools integrates with QuickBooks Online. This document describes how the two systems integrate

Overall Process

  1. General Overview
  2. Connecting to QuickBooks
  3. Before we Begin: Synchronizing Categories with Products
  4. STEP 1: Synchronizing Students with Customers
  5. STEP 2: Export Fees and Payments

 

General Overview

Pre-Requisites

In order to integrate from QuickSchools to QuickBooks, you will need the cloud-based version of QuickBooks, namely QuickBooks Online. QuickSchools will use the APIs offered by QuickBooks Online in order to establish the integration.

Typical Flow

We usually regard the SIS as the source for all information related to students, which you can then export to QuickBooks. This means that in the most common case, you will have student data in QuickSchools, but not in QuickBooks, after which you can simply export all data to QuickBooks.

Connecting to QuickBooks

Install the App

From your QuickSchools account, go to the “App Store”, find the “QuickBooks” App:

Screen_Shot_2020-09-03_at_6.15.30_AM.png

After clicking on the app, click on the “Install App” button:

Screen_Shot_2020-09-03_at_6.16.57_AM.png

Finally, be sure to configure who should get access to setting up the configuration for integration, before clicking on “Install”:

Quickbooks_Config_App.png

Connecting to QuickBooks

Once the app is installed, go to the “QuickBooks” app, and click on the “Connect to QuickBooks” button:

Quickbooks_QS.png

You will be redirected to QuickBooks to sign in. Once you’ve signed in, you’ll be asked to authorize the integration:

QB_Integration.png

The QuickBooks app screen will then reload and display a bunch of options for mapping/exporting data from QuickSchools to QuickBooks:

QB_Screen.png

Synchronizing Categories with Products

Before you can export the transactions, you’ll need to map the fee categories in QuickSchools for products in QuickBooks.

Enable Fee Categories

As the School Administrator, go to “Settings” > “Turn Features On / Off” and make sure the Fee Categories feature is enabled by configuring the Fee Tracking module:

Fee_Categories.png

Once this module is enabled, you can start creating Fee Categories under “Fees Tracking” > “Category Setup”:

Fee_Categories_2.png

Set Up Products in QuickBooks

In QuickBooks, you can create Products under “Products and Services”:

Quickbooks_Products.png

Map Categories to Products

Finally, from the QuickBooks Integration menu in QuickSchools, you can map the two entities together:

QB_Mapping.png

STEP 1: Mapping/Exporting Students

Mapping Students

The process for mapping students is pretty straight forward. Simply select a customer from the dropdown, and match them with a student in QuickSchools:Mapping_Students.png

Exporting Students as Customers

You can also export students to QuickBooks as customers

Export_Customers.png

STEP 2: Export Fees and Payments

Once you’ve mapped the fee categories and students, you’re ready to export fees and payments:

Export_Fees.png

To export a transaction, simply click on the “Export” button. To bulk export, you can use the check boxes on the left, and select Export:

Mass_Export.png

Please note that the “Re-Export” button will recreate the transaction in QuickBooks. You should only use this option if you’ve made changes in QuickSchools, and you’ve removed/deleted the original transaction in QuickBooks

Example Export

Here’s an example transaction created with a Tuition Category:

Sample_Export.png

Here’s the same student with 3 transactions (2 charges and 1 payment):

QS_changes.png

Here’s what the Export screen looks like:

Export_Fees_sample.png

Here’s what the transactions look like in QuickBooks after a Mass Export

Exported_Fees_in_QB.png

Clicking on a charge shows that the correct product has been applied, based on the fee category in QuickSchools:

QB_Invoice.png

 

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