Step 2: LeagueApps + QuickBooks Online Integration Setup

Once you have set up your QuickBooks Online company and your LeagueApps site, you will need to set up the actual LeagueApps + QuickBooks Online integration. Before you begin setting up the integration, please either read through the following steps, or watch the video, in order to understand what is involved with set up.

Please be sure you have already read through this QuickBooks Online Integration overview and completed this Step 1: QuickBooks Online Company and LeagueApps Site Setup before you start the steps below.

 

Table of Contents

1. Download a private API Key

2. Authenticate your LeagueApps site ID

3. Authenticate your QuickBooks Online account

4. Configure your integration settings

5. Set the schedule and sync

FAQs

 

Setting up the integration

1. Download a private API key

  1. From your LeagueApps Member Console, navigate to Connect > API settings.Screen_Shot_2022-07-29_at_12.44.15_PM.png

  2. Enter a name for your credentials, such as “QBO” and select the Generate Private API Key button. If you don't enter a name, the integration will not work. (Note: the Private API Key used to be called the Service Account Key.)Screen_Shot_2022-07-29_at_12.44.31_PM.png

  3. Once a Private API key is generated, a file will be downloaded to your computer and a new record will appear in the API KEYS list on the page. The name of this file is also known as the client ID. You will need both this file and the client ID in a later step.Screen_Shot_2022-07-29_at_12.45.13_PM.png

2. Authenticate your LeagueApps site ID

  1. In a separate tab, navigate to Connect > Integration Center.
    Screen_Shot_2022-07-29_at_12.46.52_PM.png

  2. Click on the QuickBooks Online tile and then select Connect App.Screen_Shot_2022-07-29_at_12.48.10_PM__1_.png

    Screen_Shot_2022-07-29_at_12.48.27_PM.png

  3. Next to the LeagueApps icon, select CONNECT. Supply your LeagueApps API credentials and select CONNECT.
    Screen_Shot_2022-07-29_at_12.51.03_PM.png

    Screen_Shot_2022-07-29_at_12.51.45_PM.png

    • P12 file - Upload the private API key that you downloaded from the API Settings page. It is the form of a p12 file. For example, 60febf874c68s0wekbo203.p12.

    • Client ID - Paste the name of the Private API key (aka p12 file) that you downloaded from the API Settings page. The client ID can also be found in the table on the API Settings page under “Key Name”. For example, 60febf874c68s0wekbo203.

    • Site ID - Type in your Site ID. This is the string of 4 - 5 numbers found in your browser’s URL bar. For example, 43590
      Untitled__72_.png

    • NOTE: if you want to have the QuickBooks Online integration set up on multiple different sites within your LeagueApps organization, you will need to repeat these steps for each site.

3. Authenticate your QuickBooks Online account

  1. Next to QuickBooks Online, select CONNECT.

  2. If you’re not already logged in to your QuickBooks Online account, do so in the pop up screen.Screen_Shot_2022-07-29_at_12.53.18_PM.png

  3. Select the company that you’d like to connect to the integration. You can connect one LeagueApps site to one QuickBooks Online company, or multiple LeagueApps sites to the same QuickBooks Online company. Then select Next.
    Screen_Shot_2022-07-29_at_12.53.29_PM.png

  4. It should now say Connected next to both QuickBooks Online and LeagueApps. Select Next.Screen_Shot_2022-07-29_at_12.53.44_PM.png

4. Configure your integration settings

On this screen you’ll configure your LeagueApps <> QuickBooks Online integrations settings. Depending on your settings and selections, it may take you up to an hour to complete this page, and can take you as little as 15 minutes. Please take your time, as these selections will impact all of the journal entries generated by the integration.

Tip: if you’re not able to finish these settings in one session, please click here to see the FAQs for how to save and return to this page.

 

4.1 Configure your site-wide settings

You need to make certain selections which will apply across the site. The settings in the top section of this page will apply to all transactions on this LeagueApps site.Screen_Shot_2022-07-29_at_12.56.06_PM.png

  1. Select between Cash and Accrual. The cash method records the entirety of a transaction at one time. The accrual method records a transaction over the span of the program. At this time, if you are using the QuickBooks Online integration, you must be using cash. If you select Accrual, the integration will not work correctly, and you will have to delete any generated journal entries.
  2. Select between Individual and Summary. Individual journal entries create a journal entry for each transaction. Summary journal entries create a single journal entry grouped by bank transfer ID with individual line items for each income account separated by classes.
  3. Select the QuickBooks Online customer name. This is the customer that you want to be associated with every journal entry generated by this integration on this site. The options in this drop down are dynamically generated based on the Customer list in your connected QuickBooks Online account.
  4. Select the Bank Account. This is the bank account that you want to be associated with this site. The options in this drop down are dynamically generated based on the bank accounts in your Chart of Account.
  5. Select the Undeposited Funds account. This is the account in QuickBooks Online that all payments are initially placed into before the deposited funds are received. The options in this drop down are dynamically generated based on the Chart of Accounts in your connected QuickBooks Online account.
  6. Select the Merchant Fees Expense Account. This is the expense account in QuickBooks Online that all merchant fees for transactions from this site should go into. The options in this drop down are dynamically generated based on the Chart of Accounts in your connected QuickBooks Online account.
  7. Select the Uncategorized Income Account. This is the income account that a program or product that does not have an associated income account should go into. The options in this drop down are dynamically generated based on the Chart of Accounts in your connected QuickBooks Online account.
  8. Select the Accounts Receivable account. This is the income account that a program or product with accounts receivable should go into (this applies to accrual accounting systems). The options in this drop down are dynamically generated based on the Chart of Accounts in your connected QuickBooks Online account. If you are using Cash accounting and do not have an Accounts Receivable account, select “N/A”.
  9. Select the Unearned Revenue account. This is the income account that any unearned revenue should go into. The options in this drop down are dynamically generated based on the Chart of Accounts in your connected QuickBooks Online account. If you are using Cash accounting and do not have an Accounts Receivable account, select “N/A”.
  10. Select your Timezone. This is used to ensure that transaction and bank transfer dates are consistent between LeagueApps and QuickBooks Online.
  11. Select your Start Date. This is the earliest date you want transactions to be sent over from. This may be today, a date in the future, or a date in the recent past. This should be no more than six months in the past.

4.2 Configure your income accounts

You need to map your income accounts in LeagueApps to your Chart of Accounts in QuickBooks Online.

  1. Select “+ Add”.
    Screen_Shot_2022-07-29_at_12.57.05_PM.png

  2. In the left drop down, you’ll see a list of all of the options that are available in your Terminology Options page under Income Account. In the right drop down, you’ll see your entire Chart of Accounts from your connected QuickBooks Online company.Screen_Shot_2022-07-29_at_1.00.57_PM.png

  3. On a one to one or many to one basis, map your income accounts from LeagueApps to QuickBooks Online. In other words, this is how you signal to the integration that any time a program is labeled with a certain income account in LeagueApps, that should be associated with a certain income account in QuickBooks Online.Screen_Shot_2022-07-29_at_1.04.27_PM.png

  4. You can add as many income accounts as you have in your LeagueApps terminology settings. You can delete them if necessary by selecting the X.

4.3 [Optional] Configure your classes 

You need to map your classes in LeagueApps to your Chart of Accounts in QuickBooks Online. If you do not use classes, you can move on to the next section

  1. Select “+ Add”.

  2. In the left drop down, you’ll see a list of all of the options that are available in your Terminology Options page under Class. In the right drop down, you’ll see your entire Class List from your QuickBooks Online company.
    Screen_Shot_2022-07-29_at_1.01.06_PM.png

  3. On a one to one or many to one basis, map your classes from LeagueApps to QuickBooks Online. In other words, this is how you signal to the integration that any time a program is labeled with a certain class in LeagueApps, that should be associated with a certain class in QuickBooks Online.
    Screen_Shot_2022-07-29_at_1.04.48_PM.png

  4. You can add as many classes as you have in your LeagueApps terminology settings. You can delete them if necessary by selecting the X.

5. Set the schedule and sync

  1. The integration can automatically sync on a regular schedule, every day. Select “Once a day” if it’s not already selected.

  2. If you’d like the integration to begin syncing on a regular schedule today, make sure it’s not paused (toggle to the left). If you’re not just ready to have the integration begin syncing, have it set to paused (toggle to the right). You can always go back and change these settings.Screen_Shot_2022-07-29_at_12.57.34_PM.png

  3. If you’d like the integration to sync right away, select “Save + Sync Now”. This will trigger a sync to happen. Please be patient, as this can take up to 10-15 minutes to complete the first time.

  4. If you’re not yet ready for the integration to sync, select “Save”. When you’re ready to sync the integration, you can return to the Integration Center > My Apps. On the QuickBooks Online tile, select Sync Now.

 

Once you are finished with setting up LeagueApps + QuickBooks Online Integration, please move on to this Step 3: QuickBooks Online Integration Enabled Guide by clicking here to understand how it works when it's live.

 

FAQs

I can’t finish setting up the integration in one sitting: what should I do?

If you’re working on filling out the Integration Settings page, and don’t have time to finish set up in one sitting, you can save your work and come back to it.

  1. From the Configuration page, scroll down and select “Next”.Untitled__73_.png

  2. On the Schedule tab, make sure that the integration is set to “Paused” (toggle to the right).

    Screen_Shot_2022-08-03_at_2.42.29_PM.png

  3. Select Save (do not select Save + Sync Now).

    Screen_Shot_2022-08-03_at_2.42.29_PM_copy.png

  4. You’ll be taken to the Installed Apps page of the Integration Center.

  5. When you’re ready to finish setting up, return to the Integration Center, and select My Apps.
    Screen_Shot_2022-07-29_at_1.13.30_PM_copy.png

  6. Within the QuickBooks Online tile, select the three dots > Connection settings.Untitled__74_.png

  7. Now you can finish setting up the integration. When you’re ready, scroll to the bottom of the page, and select Save.
    Untitled__76_.png

  8. You’ll be taken to the Installed Apps page of the Integration Center. You now need to unpause the integration. Within the QuickBooks Online tile, select the three dots > Sync schedule.Screen_Shot_2022-08-03_at_2.48.48_PM.png

  9. Move the toggle to the left so that it is unpaused and select Save.Screen_Shot_2022-08-03_at_2.48.56_PM.png

I’ve added new options in my QuickBooks Online company or LeagueApps site and need to change my settings. What do I do?

You’ll need to run an initial sync. An initial sync pulls in all up-to-date information from both your connected QuickBooks Online company and your LeagueApps site. That means that if you’ve added more options on the terminology settings page, or more classes in your QuickBooks Online company, for example, you’ll want to run an initial sync to be able to add those fields to your settings page.

  1. Navigate to the Integration Center > My AppsScreen_Shot_2022-07-29_at_1.13.30_PM_copy__2_.png

  2. Within the QuickBooks Online tile, select the three dots > Connection Settings.Untitled__77_.png

  3. To the right of “Connection Settings”, there are the words “Options loaded” and a timestamp, as well as a circular arrow. Click that arrow and wait a few minutes (stay on this page).Screen_Shot_2022-07-29_at_1.13.50_PM.png

  4. You have triggered an initial sync. After a few minutes, the time stamp to the left of the arrow should have updated to the current time. At this point, you should be able to see the new options you’ve added to QuickBooks Online and/or LeagueApps. Make your new selections, and at the bottom of the screen, select Save.Untitled__78_.png

  5. The next time the integration runs, it’ll use these new options.

What do I do if I have accounting questions?

Please consult QuickBooks Online documentation and contact your accountant or bookkeeper. If you do not have an accountant or bookkeeper, please click here fill out this form.

What do I do if I have a question about the integration?

For any questions about the QuickBooks Online integration, please click here fill out this form.

What do some of these accounting terms mean?

We have put together a glossary of accounting terms you may come across when using the QuickBooks Online integration, which you can view by clicking here.

Was this article helpful?
0 out of 0 found this helpful