Integration with QuickBooks Online
1) Integration with QuickBooks. Need to be able to download monthly in a way that recognizes existing customers and allows me to code transactions in WA according to my QB Chart of Accounts.
For financial data from Wild Apricot to be useful to Parent Booster USA, I have to be able to download an arbitrary number of transactions, e.g., all transactiuons in a month, for all members, them load those transactions into QuickBooks so that the download adds new transactions to the exisitng customer accounts. Downloads that create new customers each month aren't helpful. Beyond that, I'd like to be able to code financial transactions in Wild Apricot so that they match the accounting codes in QB, e.g., new member, basic level is transaction code 6101.
As it currently operates, the financial subsystem gives PBUSA's members something to complain about and the administrators unneeded manual tasks.
Good news out there!
We have released dedicated QuickBooks Online invoice export that will allow you to keep your accounting up-to-date.
I’m closing this particular idea. If you need more feature-rich integration – feel free to launch another thread and elaborate your scenarios.
More details in release notes: https://gethelp.wildapricot.com/en/articles/1827-version-7-21-release
Alex Sirota commented
Good to see you're working on it -- we already have our Wild Apricot QuickBooks Manager working with QBO over at https://newpathconsulting.com/waqm
It is a huge pain point for many of your QuickBooks customers no doubt.
Oleg, this is great news that this is now a work in progress. Can you share your roadmap?
Please can you add an "export to excel" option on the QuickBooks page? Currently you can only download an IIF file which QuickBooks online does not accept!
Alex Sirota commented
NewPath Consulting is proud to announce the general availability of a full QuickBooks export functionality for Wild Apricot. Please see https://newpathconsulting.com/waqm/ for more details.
The Wild Apricot QuickBooks Manager enables any Wild Apricot administrator to:
-export a range of invoices into QuickBooks IIF format with both US and Canadian versions of QuickBooks
- include one or more taxes as part of the item details on the invoice
-map membership invoices, online store, event, donations and manual invoices into separate subaccounts
- create event-specific imports by mapping event names into QuickBooks subaccounts
- customize what is included in the IIF file (e.g. transaction, contact or invoice details)
- automate exports to be scheduled, delivered to a dropbox and/or emailed to your bookkeeper or accountant on a pre-set schedule
- up to 1000 invoices with 2 line items per invoice can be exported on monthly basis using the “Basic” tier of Integromat. Higher tiers can process more invoices with more line items per invoice.
- integrate real time transaction flow with QuickBooks Online (coming soon!)
Scott Rice commented
We just switched to Wild Apricot on 1/1/20 and also QuickBooks Online 1/1/20. I was shocked to find that there wasn't integration and i'm having trouble getting personalized support from both sides. It's basically "read 100 articles and try your best to figure it out. good luck buddy!" HELP
About a year ago, on Quickbook online, one customer statement was unexplainably wrong. It turns out that a pre-1900 (earliest accessible date) entry created itself which could not be deleted, as one cannot go before 1900. Quickbook was advised but, AFTER A YEAR, was not able to fix the issue. I find both the fact the error happened AND the fact that QB was not able to fix it rather worrisome. Wouldn't you?
Kim Pollock commented
Dmitry - It is important for us to have item level detail passed to QB. People might sign up for and event, order a t shirt and renew their dues on the same invoice. we need to be able to account for all of that in QBO.
Jeffrey Hill commented
Dmitry, Yes, absolutely necessary to import order lines of invoices from WA to QBO.
Glenn Fell commented
Is there any update with this. We use a third party payment processor as we are able to download our transactions into QBO. I cannot believe that WA is going to be greedy AF and charge 20% extra if we don't use their processor while they have been sitting on this integration. I can create an integration in 5 minutes through Zapier if WA had an integration to that. This is absurb and almost worth dumping WA. According to the Q4FY18 conference call by Intuit that was in August, appx 55% of their global Quickbooks customers were on QBO. Enough with a substandard store. Allow more integrations rather than try to event the wheel and deliver a wooden wheel that can only go 25mph when we need a rubber wheel that can go 70mph.
When you export Wild Apricot data from Wild Apricot, you generate a QuickBooks IIF file, but the IIF file cannot be imported into QuickBooks Online. My request is to add an export format selector, so you can select an export format that can be imported by QBO.
Bill Tidball commented
All lines would be required. Thanks for looking into this.
Ann Darmstetter commented
Yes, it is important to have all order lines.
I agree with the majority that all lines are needed.
Jeffrey Hill commented
Yes, it is important to have all order lines. We try to track our income by categories, and a single invoice might include membership, a class, a donation, a late fee, etc. We use QB to do our financial books, month end statements, etc. We need to be able to classify the income for that purpose.
Robin Sapiro commented
While I am not going to be using this feature, it is abundantly clear that all data should be passed at a line by line level even any sales tax components.
It needs to be the actual recipient of the data who does any form of summing or aggregation according to the needs or their specific organization.
There is absolutely no way what so ever that WA could do any summing or aggregation that would meet the needs of each and every WA user - simply because there are just far too many possibilities of how to handle the data.
Keith Fetterman commented
Thanks for asking. I talked with our bookkeeper. She definitely wants the order lines to be included with the invoices. At times, we may have invoice lines that need to go to separate income accounts. Including the lines in the invoices will make her job easier so she doesn't have to go Wild Apricot for each invoice.
Debbie Stojkovic commented
Breaking out the HST is also extremely important. The more the better!! So glad this is on your radar.
Debbie Stojkovic commented
Yes I have been asking for this. To import invoices from WA to QB online would be an absolute deal changer for me when informing my other clients about WA.
All lines please.
Jon Carlson commented
All order lines. We currently get one big order line from Paypal for WA transactions. It is useless. We need the breakout of what people bought in order to categorize the revenue.