IN BRIEF:
You can integrate your iClassPro account with QuickBooks Online (QBO) to synchronize financial data and streamline accounting. Integration supports QuickBooks Online Essentials or higher, with QuickBooks Online Plus or higher required to track revenue by Location using QuickBooks Classes.

• Overview
  • Requirements
  • Best Practices
• Accessing the Feature
• Step-by-Step Instructions
  • Choosing a Synchronization Schedule
  • Performing a Manual Sync
  • Handling Payments Entered in QuickBooks Online Before the Go Live Date
  • Adjustment Workflow
  • Recording Unapplied Credits From Before the Go Live Date
• Troubleshooting & FAQs
• Related Articles

Overview

Integrating iClassPro with QuickBooks Online allows you to synchronize charges, payments, and credits between both systems.

Requirements

• Use QuickBooks Online Essentials or higher.
• To track revenue by Location within a single iClassPro account, use QuickBooks Online Plus or higher (leveraging QBO’s “Classes” feature).
• Integration should occur after at least 90 days of active iClassPro usage.
• Do not integrate during onboarding.
• Only synchronize data from the current fiscal year.
• Set your GoLive Date after any data imports and ensure it does not overlap existing QBO entries.
• Setup must be completed by a user with Admin Access or higher.

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Best Practices

• If you work on a calendar-based fiscal year, choose January 1 of the current year or later.
• For a July–June fiscal year, choose July 1 of the current fiscal year or later.
• If you need to change the Go Live Date later, this will require resetting the entire integration.
• Do not synchronize historical data imported from another platform. Instead, set the Go Live date after the last import.

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Accessing the Feature

1. Navigate to SETTINGS>INTEGRATION.
   
2. Select Intuit Quickbooks.
3. Select Connect to QuickBooks to open the Intuit sign‑in window.
   
4. Sign in with your Intuit credentials and choose the correct QBO company (if prompted).
   
5. Select Connect to authorize.
   
6. Complete the Configure QuickBooks Integration dialog:
   • Go Live Date – starting point for data sync.
   • Synchronization Schedule – select Daily or Manual.
   • Select Save and Continue.

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Step-by-Step Instructions

Choosing a Synchronization Schedule

• Daily – automatically syncs at around 11:31 PM (local time).
  • NOTE: there is a minimum 23‑hour period between run times.
• Manual – data syncs only when you select Sync Now.

Important note: Switching from Manual to Daily (or vice‑versa) resets the 23‑hour timer. For example, if you manually synchronize at 5:00 PM and then enable Daily, the automated job will not run until the next day.

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Performing a Manual Sync

1. Go to SETTINGS>INTEGRATION.
2. Select Intuit QuickBooks.
3. Under Next Sync Date, select Sync Now.
   • NOTE: If you have configured the system to sync "Daily", this option will not be displayed.
4. Watch for the "Manual sync to QuickBooks started" confirmation banner.
   
5. Monitor progress under Background Tasks.
   • NOTE: the Background Tasks entry for QuickBooks synchronization is for reference only. The result cannot be opened.

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Handling Payments Entered in QuickBooks Online Before the Go Live Date

All payments between the Go Live Date and the initial sync date are posted to QBO as a single lump sum per payment type. If you have already recorded payments directly in QBO for that period, you should adjust those deposits so that revenue is not duplicated.

Adjustment Workflow

1. Identify initial lump‑sum deposits created by the integration.
2. Edit each QBO deposit:
3. Move Credit Card/eCheck entries to Merchant Settlement Account.
4. Move Cash/Check/Custom entries to Payments to Deposit (Undeposited Funds).
5. Balance deposits by adding negative lines equal to revenue already booked.
6. Consult an accountant for complex reconciliation scenarios.

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Recording Unapplied Credits From Before the Go Live Date

Run the Families with Unapplied Credit Balances Report (FIN‑12) for the day before the Go Live Date. Create a QBO journal entry to move the total Unapplied balance into the appropriate 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.

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Troubleshooting & FAQs

• Can I change the Go Live Date after integrating?
  • The "Go Live Date” cannot be directly edited after integration. You will need to reset the integration and reconnect.
• My daily sync did not run—why?
  • Ensure that 24 hours have passed since the last manual or automatic sync.
• Where are my payments posted?
  • eCheck/Credit Card (processed through iClassPro or external source) → Merchant Settlement Account
  • Cash/Check/Custom → Payments to Deposit (also known as “Undeposited Funds”).
  • Credits (House, Coupon, Other, Gift Card) → Discounts and Credits.

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Related Articles

• What Information From iClassPro is Synchronized with QuickBooks Online?
• How Can I Reconcile With QuickBooks Online Using iClassPro Reports?
• How Do I Make QuickBooks Entries from iClassPro Reports?

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