Summary
Organizations can streamline their financial tracking by integrating their Join It Membership database with QuickBooks Online. This automation ensures that membership payments are automatically recorded as invoices / payments in QuickBooks Online, reducing manual data entry and improving accuracy.
Setting up the Integration
To set up the automation between Join It and QuickBooks Online, follow these steps:
Access the Integration Page – Visit this link to begin the setup process.
Authorize QuickBooks Access – You'll be redirected to QuickBooks/Intuit to approve Join It's access to your QuickBooks Online account.
Sync QuickBooks Items – Once connected, Join It will pull 'item' categories from QuickBooks to correctly categorize Membership payments.
Select an Item Type – Choose an appropriate Item Type from the dropdown list to categorize transactions correctly.
Complete the Setup – After selecting an Item type, the automation is established, and all future Membership payments will sync automatically with QuickBooks Online.
Description of screenshot: Displaying 'Connect to QuickBooks' button
Testing the integration
Once you establish the connection and finalize the automation, new payments will start to be pushed to your QuickBooks Online account when collected via Join It.
To test the integration:
Add yourself as a test Member via this link.
From your Membership record, scroll to the bottom and select 'Add Payment'.
Choose 'Offline Payment' to manually record a transaction.
Check your QuickBooks Online account to confirm that the customer, invoice, and payment have been created.
Data Synced Between Join It and QuickBooks
When a Payment is recorded in Join It (both Online Payments and Offline Payments), Join It will send data over to QuickBooks and create 3 different 'objects' from the perspective of QuickBooks: An Invoice, an Invoice Payment, and a Customer (Join It will also query for matching Customers that already exist within your QuickBooks account by name).
Member Information
If a matching customer is not found in QuickBooks, Join It will create a new customer with the following details:
Display Name/Primary Field
First Name & Last Name
Email Address
Company Name (if applicable)
Phone Number (if provided)
Physical Address (if provided)
Invoice Details
Each payment recorded in Join It creates an invoice in QuickBooks, including:
Payment Amount and Quantity
Membership Type Name
Tax Code Reference (if applicable)
QuickBooks Item Name and ID
Frequently Asked Questions
How does QuickBooks match existing customers?
Join It first searches for a matching customer in QuickBooks by email address. If no match is found, it checks the customer’s Display Name. If neither match is found, Join It creates a new customer entry in QuickBooks.
How do I choose which Items the Invoices in QuickBooks are associated with?
After you make the initial connections between QuickBooks Online and Join It, you'll be prompted to select from a list of 'Items' that are pulled from your QuickBooks Online account. You only need to make this selection once during set up.
Will Offline Payments also be synced?
Absolutely! Any payment that is recorded within Join It - both online payments (e.g. joining/renewing through the member portal, using 'Send Invoice', or collecting from a stored payment method) and offline payments (e.g. recording a check that was received in the mail, recording cash collected at an event) will be synced to QuickBooks.
Does Join It automatically sync old Membership payments?
Nope! To avoid the headache of adding duplicate data unintentionally, Join It will not automatically backdate your payments into your connected QuickBooks Online account.
Do you need help backdating payments? If so, let us know!