QuickBooks Import Preparation

Introduction

Shulcloud can extract and import data directly from QuickBooks Desktop or QuickBooks Online into Shulcloud. This is a one-time process that will import Customers, Invoices, Payments, Sales Receipts, etc. Only Accounts Receivable data is imported, not Accounts Payable.  

Once the QuickBooks data is imported and the Shulcloud site is live, a QuickBooks Sync can be set up to streamline financial reporting.

Importing from QuickBooks Online

The QuickBooks Online Member Display Name field will be used to link the QuickBooks to Shulcloud data if demographic data has already been imported into Shulcloud. It must be copied and pasted exactly as-is into the External Billing ID field described below.

This must be done before the QuickBooks Online data can be added to ShulCloud.

Importing from QuickBooks Desktop

The QuickBooks Desktop Customer Name field will be used to link the QuickBooks to Shulcloud data if demographic data has already been imported into Shulcloud. It must be copied and pasted exactly as-is into the External Billing ID field described below.

This must be done before the QuickBooks Desktop data can be added to ShulCloud.

Adding a Shulcloud External Billing ID

The External Billing ID field in Shulcloud links QuickBooks data with pre-existing accounts in Shulcloud. The QuickBooks Online or QuickBooks Desktop field described above must be copied and pasted exactly as-is into the External Billing ID field - the same spacing, capitalization, punctuation, etc.

There are two ways to add External Billing IDs:

1. List View
2. Individual Accounts

Add External Billing IDs Using a List View

1. Navigate to Accounts > Accounts.
2. In the Outputs section, select Account Info. Check External Billing ID in the dropdown menu.
3. In the Actions section, select Update Filter.
4. In the List View, hover over a field in the External Billing ID column. A pencil icon will appear in the left side of the field.
5. Select the pencil icon and an editable field will appear. Copy and paste the QuickBooks Online or QuickBooks Desktop field described above into the field. Select the check icon to save.
6. The External Billing ID will now be populated for the account. Repeat for all accounts in Shulcloud that have a corresponding account in QuickBooks.

Add External Billing IDs in Individual Accounts

1. Navigate to an account that needs an External Billing ID, and select Edit Account in the top right of the account page.
2. On the Edit Account screen, select the Financial tab. Copy and paste the QuickBooks Online or QuickBooks Desktop field described above into the External ID field.
3. Select Save Changes to Account.
4. Repeat for all accounts in Shulcloud that have a corresponding account in QuickBooks.