How Can I Integrate iClassPro with QuickBooks Online?

While integration with QuickBooks Online Essentials (or above) is available with all iClassPro subscription plans, it must be enabled on your account by a member of the iClassPro Support Team. For tracking revenues by Location within a single iClassPro account, QuickBooks Online Plus or higher is required (using QuickBooks Class feature to segment revenue by Location). To have this feature enabled, please click here to schedule an appointment.

IN THIS ARTICLE:
Learn how you can integrate your iClassPro account with QuickBooks Online.

What do I need to know about integrating with QuickBooks Online?

We generally recommend using the following guidelines to assist with integrating your iClassPro account with QuickBooks Online.

  • Do not integrate during your trial/onboarding period.
    • As any families/students (and therefore their ledger data) are generally deleted and replaced during your final import, this can negatively affect your QuickBooks Online records.
  • Do not integrate until after you have been using iClassPro for at least 90 days.
    • This is because you may edit/delete charges and payments while you are becoming familiar with the system, and these edits can negatively affect your QuickBooks Online records.
  • Only integrate data for the current Fiscal Year.
  • If an iClassPro account contains imported data from another platform, and the customer has related QuickBooks Online data from the same period, the "Go Live" date for your sync should be dated after the date of your last iClassPro import.
    • The "Go Live" date is the starting point for syncing data to QuickBooks Online. Any financial data before this date will not be transferred from the iClassPro application to QuickBooks Online.
    • This will prevent the iClassPro sync from duplicating existing records in your QuickBooks Online account.

Linking iClassPro to your QuickBooks Online account

  1. In iClassPro, navigate to SETTINGS>QUICKBOOKS INTEGRATION.
    qb_01.png
    • NOTE: Although any user with the SETTINGS Page permission can see the "QuickBooks Integration" area, only users that have been granted "Admin Access" will be able to access it.
  2. Next, click the "Connect to Quickbooks" button to begin the integration process.
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  3. This will open a new browser window where you will sign in with your QuickBooks Online account.qb_03.png
  4. After signing in, click "Connect."
    • NOTE: If you have multiple companies created, QuickBooks Online may ask you to choose your company from a drop-down menu before getting to this step.qb_connection_01.png
  5. After clicking "Connect", the popup window will close and return to iClassPro. From here, you will do your initial configuration for the Quickbooks Online integration.
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    NOTE: If you do not complete the initial configuration, the integration will not complete successfully and you will need to start over.
  6. The "Go Live" date represents the starting date to sync data to Quickbooks Online. Financial data prior to this date will not be synced to QuickBooks Online from the iClassPro Application.
    • Note: It is recommended that your "Go Live" date falls within your current fiscal year. For example:

      • If you operate on a calendar-based fiscal year (January-December), choose a date on or after January 1, 2024.

      • If you operate on a July-June fiscal year (e.g., in Australia), choose a date on or after July 1, 2024.

        • To avoid duplicated data, ensure your "Go Live" date does not overlap with any dates that already have manual entries in QuickBooks Online.

        • If an iClassPro account contains imported data from another platform, and the customer has related QuickBooks Online data from the same period, the "Go Live" date for your sync should be dated after the date of your last iClassPro import.

    • It is also important to note that this is the only time you will be able to set the "Go Live" date. If for any reason you need to change the "Go Live" date, you will need to reset your QuickBooks Online integration and reconnect it.
  7. Select a "Synchronization Schedule" option.
    • The "Daily" option will run automatically at around 11:31pm every day (based on your local time) and will sync any changes since the last synchronization process was run.

      • NOTE: There is a 23-hour requirement between synchronizations, based on when the last sync was performed. Therefore, if you manually trigger a sync at 5PM, then switch to the "Daily" option, the daily sync will NOT trigger until the next day as there was already a recent synchronization event.
    • You can also use a manual sync option, which synchronizes data only when the “Sync Now” button is clicked within the QuickBooks Integrations settings. This manual sync will update any changes made since the last time the "Sync Now" button was clicked.

How do I perform a manual sync?

To perform a manual sync with QuickBooks Online:

  1. Navigate to SETTINGS>QUICKBOOKS INTEGRATION.
  2. Under "Next Sync Date", click "Sync Now."
    • NOTE: If you have configured the system to sync "Daily", this option will not be displayed. To change this, you would need to click the "Configure QuickBooks Integration" button and change the "Synchronization Schedule" option to "Manual."
  3. After clicking "Sync Now", you should see a message at the bottom of the screen stating "Manual sync to QuickBooks started."
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  4. An entry will also be created in your Background Tasks. Note: Background Tasks cannot be opened like a report.

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).