Integration with QuickBooks Online Essentials (or above) is available with all iClassPro subscription plans. 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).

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?
• Linking iClassPro to your QuickBooks Online account
• How do I perform a manual sync?
• What if my Go Live Date is in the past, and I have entered payments in QuickBooks Online since that date?
• How do I record my unapplied credits from before the Go Live Date?

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.
   
   • 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.
   
3. This will open a new browser window where you will sign in with your QuickBooks Online account.
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.
     
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.
   
   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."
   
4. An entry will also be created in your Background Tasks. Note: Background Tasks cannot be opened like a report.
   

What if my Go Live Date is in the past, and I have entered payments in QuickBooks Online since that date?

All payments received from the Go Live Date (the start of syncing) to the current date (at the time of the initial sync) will be synchronized as a lump sum per payment type during the initial process.

If payments received between the Go Live Date and the date of the initial sync have already been recorded in QuickBooks Online, you may need to adjust your QuickBooks Online deposits. All payments synced from iClassPro will be recorded as follows:

• Credit Card (processed through iClassPro or external source) and eChecks will be reflected in “Merchant Settlement Account.”
• Cash, Check, and Custom Payment Type will be reflected in “Payments to Deposit” (also known as “Undeposited Funds”).
• Credit Types (House, Coupon, Other, Gift Card) will be reflected in “Discounts and Credits.”

All revenue is recorded at the time of the payment and booked into your QuickBooks Online account as part of your sync. If you entered any revenue with your recorded deposits prior to the sync, you will need to adjust the deposits covering your Go Live Date and after.

• For Merchant Services Transfers, all deposits should be updated to be deposited from the Merchant Settlement Account.
• For prior deposits of cash and checks, you will need to determine the total revenue amounts recorded in your QuickBooks Online account. Once your initial sync has posted to your QuickBooks Online account and you are ready to deposit cash and/or checks into your bank account, you will need to enter a deposit into your QuickBooks Online account. At this time, we will correct the amount synced to your Payments to Deposit (Undeposited Funds) account.
  • Select the payment with the date of the initial sync from the list provided.
  • In the “Add Funds” section, you will select the revenue account(s) used in your prior deposits and enter the total amount(s) as a negative number. The net amount of the deposit should equal the amount of cash and checks you have not yet recorded in your QuickBooks Online account.

Other adjustments may be required in order to make your deposit in QuickBooks Online match your bank deposit. For further clarification on these adjustments, please consult your accountant.

How do I record my unapplied credits from before the Go Live Date?

1. Run the “Families with Unapplied Credits Report” (FIN-12) at the default settings, with the “As Of Date” set to the day prior to the Go Live Date.
2. Using the total of the “Unapplied” Column, create a journal entry to move the balance to the correct liability account:
   • If you were previously recording all deposits as revenue in your QuickBooks Online account, create a journal entry to debit the revenue account(s) you previously used and credit the “iClassPro (your account name) Unapplied Credits” account.
   • If you were previously breaking out the Unapplied Credits as a liability in your QuickBooks Online account, create a journal entry to debit the liability account you previously used and credit the “iClassPro (your account name) Unapplied Credits” account.