In order to use the integration, you’ll have to set up your QuickBooks Online company and your LeagueApps site. 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 before you start the steps below.
Table of Contents
1. Setting up QuickBooks Online company
There are three elements of your QuickBooks Online company you’ll need to verify or set up in order to use the integration.
Note: If it’s not already the case, we encourage you to switch to “accountant view” in your QuickBooks Online company in order to see all functionality. You can navigate to it by using the gear icon in the top nav bar > Switch to Accountant view.
1.1 Your Chart of Accounts
Verify that your chart of accounts is fully set up and includes all of the income and expense accounts you may need for the integration. You will need to make sure you have following accounts in your chart of accounts (please see the Configure Your Integration Settings step in the Step 2: LeagueApps + QuickBooks Online Integration Setup guide to learn more about these accounts):
- An account for undeposited funds
- An expense account to track merchant fees
- An uncategorized income account
- [Accrual only] Accounts receivable account
- [Accrual only] Unearned revenue account
- Income accounts to associate with each of the programs and products in your LeagueApps site.
If you need to add to or edit your chart of accounts, you can navigate to it in your QuickBooks Online company by navigating in the left nav bar to Accounting > Chart of accounts.
1.2 Your Customer
You will need to have a single customer in your QuickBooks Online company that you will have associated with every journal entry generated from a LeagueApps transaction. In all journal entries that are generated by the integration, the “Name” column will list the single customer you selected in the integration settings (please see the Configure Your Integration Settings section in this guide to learn more.
We recommend you name the customer something that is applicable to all transactions coming through LeagueApps, such as “LeagueApps Registration”.
To add a new customer, navigate to Customers & leads > Customers > New customer.
1.3 [Optional] Your Classes
Classes are a way to group expenses and invoices by location, sport, gender, or any other meaningful segment for your organization. If you use classes, the class associated with each transaction processed by the integration will be displayed on the resulting journal entries. Classes are not required to use the integration, and are only available if you use QuickBooks Online Plus or QuickBooks Online Advanced. If you do not want to use classes, you can skip this section.
If you’d like to enable classes, from the top nav bar, navigate to the gear icon > Accounts and settings (under Your company)
Select the Advanced tab in the left nav bar, and within Categories, next to Track Classes, toggle that to On and select Save.
Add classes to your class list
You’ll want to add all of the classes that you would like to associate with each of the programs and products in your LeagueApps site (please click to see step 2.2 and step 2.3 below for more information).
Navigate to the gear icon > All lists (under “Lists”)
Select “New” to add new classes. You can also nest classes within one another as sub-classes. QuickBooks Online currently does not support batch uploading classes.
2. Setting up your LeagueApps site
2.1 Enable and label accounting codes
In order to use the integration, you’ll need to use your accounting codes in a specific way. If you do not set up your accounting codes in exactly this way, the integration will not work.
From your LeagueApps member dashboard, navigate to the Gear icon in the top nav bar to see settings. Select Terminology.
On the first tab (Terminology Settings) scroll until you see Accounting Code 1 Label. Accounting Code 1 must be labeled “Class”. Make sure that it is enabled (the check box must be checked).
Accounting Code 2 must be labeled “Income Account”. Make sure that it is enabled (the check box must be checked).
Select Save Preferences.
You must enable both accounting codes, and they must be labeled in exactly this way, or else the integration will not work.
2.2 Add income account and class options
From the same Terminology page, select the Terminology Options tab.
Within Class, add all options for classes that you will want to use to tag any program or product in this site by selecting the “+ add item” button. If you’re not using Classes, you can skip this step.
Within Income Account, add all options for income account that you will want to use to tag any program or product in this site by selecting the “+ add item” button.
2.3 Label your programs and products
You’ll need to label each program and e-commerce product with the relevant income account and class. Whether this is every program on your site, every program currently accepting registrations, or only upcoming programs, that is up to you and your organization.
2.3.1 Label your program
Navigate to a program that you would like to tag.
Select Settings > Edit details.
From the “Class” dropdown, select the relevant class to tag this program.
From the “Income Account” dropdown, select the relevant income account to tag this program.
Once you’ve made you options, scroll to the bottom of the page and select “Update”.
Repeat these steps for every program you’d like to tag. If you have a grouped program, you must make these selections on the sub-program level.
Select the grouped program from your programs list.
Within the grouped program, you’ll see a list of all sub-programs. Select the sub-program you’d like to tag.
From the sub-program, navigate to Settings > Edit details, and then follow the same steps.
Repeat for the other sub-programs.
2.3.2 Label your e-commerce product
Navigate to the e-commerce product that you would like to tag by going to the top nav bar Manage > E-Commerce products.
On the same line as the product, select the pencil icon under Actions.
From the Class dropdown, select the relevant class to tag this product. Notice that these are the same options available to tag programs.
From the Income Account dropdown, select the relevant income account to tag this product.
Scroll to the bottom of the page and select Update Product.
Repeat these steps for all products you’d like to tag with income accounts and classes.
Once you are finished with setting up your QuickBooks Online Company and LeagueApps Site, please move on to Step 2: LeagueApps + QuickBooks Online Integration Setup by clicking here.
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.