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Overview

With brightwheel billing, you can easily use our reports to transfer your billing data to Quickbooks Online so you can complete your accounting processes. This resource will walk you through how to do that.


Table of Contents


What We Support

Every customer sets up Quickbooks a little bit differently. This guide walks you through how to accomplish the following with Quickbooks Online only:


Transferring Individual Billing Transactions

This section will walk you through how to transfer invoices, payments, and/or credits.

It's important to note that brightwheel does not have the ability to accept reports directly uploaded from third-party platforms.

Before you Get Started

  • Make sure your Customers in Quickbooks match your Students in brightwheel. In Quickbooks, the Customer Display Name must be the same as the student's First Name and Last Name you use in brightwheel. By default, the Customer Display Name in Quickbooks is a concatenation of the First name and Last name fields.

    • Note: If your Quickbooks is set up with a single "brightwheel" customer (all brightwheel students mapped to one customer in Quickbooks) you can still use reports to transfer data, it will just require a little extra manipulation. We have indicated how to do this below.

  • Make sure your Products/Services in Quickbooks match your Charges in brightwheel. The Category associated with a Charge in brightwheel — set up and managed in the Library — is equivalent to the Name of a Product/Service in Quickbooks. These must match.

Importing Invoices

💡Before you get started, turn on custom transaction numbers so that you can import the same invoice #s in brightwheel to Quickbooks. This will make it easier to tie out the two systems if needed.

Watch this 4-minute video to see how to import invoices, or follow the step-by-step guide below!

Step-by-Step Instructions

In Brightwheel:

  1. Go to Reports under Billing and select the Charges Report

  2. Choose the date range you want to export data for and add any other filters; do not group the data

  3. Click Apply Filters to run the report

  4. Click Export and download the report as a CSV

  5. You will need to open the CSV file and REMOVE the bottom rows that show you the filters and totals, then resave the file as a CSV

Note: If you have a single "brightwheel" customer in Quickbooks for brightwheel, you can override the student names in the Student field of the CSV file with whatever you call your customer in Quickbooks. You should do this before importing. Remember to resave the file as a CSV.

In Quickbooks:

  1. Click the gear icon in the top right corner

  2. Under Tools, select Import Data

  3. Choose Invoices

  4. Select the CSV file that you downloaded from brightwheel

  5. Map the brightwheel fields (headers in your CSV) to the Quickbooks fields

    1. Invoice No > Invoice #

    2. Customer > Student

    3. Invoice Date > Post Date

    4. Due Date > Due Date

    5. Item > Charge Category

    6. Item Amount > Current Charge Amount

Quickbooks attribute maps to >>

BW attribute

Invoice No

Invoice #

Customer

Student

Invoice Date

Post Date

Due Date

Due Date

Item Amount

Current Charge Amount

Please Note: if there are brightwheel Students in the file that you have not yet created as Customers in Quickbooks, you can elect to create new Customers when the data is imported by checking a box

View the Quickbooks Import Guide for more info

IMPORTING PAYMENTS

Quickbooks uses a plugin called SaaSAnt to enable Payment imports. This tool allows you to upload a CSV-formatted brightwheel report and map the fields in that report file to the same fields in Quickbooks. You are able to review the data import before you actually do it. Learn more about SaasAnt.

Set up or log in to SaaSAnt before completing the below steps to import payments.

In Brightwheel:

  1. Go to Reports under Billing and select the Payments & Credits Report

  2. Choose the date range you want to export data for

  3. Select only Online and Offline Payments under Transaction Type

  4. Choose any other filters and then click Apply Filters to run the report

  5. Click Export to download the report as a CSV

In Quickbooks:

  1. Click the gear icon in the top right corner

  2. Under Tools, select Import Data

  3. Look for Need to bring in sales receipts, invoices, and expenses? and click "Try This App"

  4. In SaaSAnt, under New Import, select Browse File to find your Payments CSV

  5. Select Received Payments in the Quickbooks Entity field

  6. Map your CSV columns to the appropriate Quickbooks Payments attribute (you do not need to map all fields):

Quickbooks attribute maps to >>

BW attribute

Payment Date

Paid Date

Customer

Student

Payment Method

Payment Method Type

Reference No

Payment Method

Invoice No

Invoice Applied

Amount

Portion of Credit or Payment

TIP: You can save this mapping for future re-use to make importing payments even more efficient going forward.

Please Note: if a single payment was applied to multiple invoices and there was money left over that has not yet been applied to another payment, importing will create separate payment objects in Quickbooks (versus a single payment object).

TRANSFERRING CREDITS

Quickbooks also uses SaaSAnt to enable Credits imports. SaaSAnt allows you to upload a CSV-formatted brightwheel report of credits and map the fields in that file to the same fields in Quickbooks. You are able to review the data import before you actually do it. Learn more about SaasAnt.

It's important to note that Quickbooks does not allow you to specify which invoice(s) the credits were applied to when importing, so you can import the credits, and then you will need to manually attribute them to invoices if desired.

Set up or log in to SaaSAnt before completing the below steps to import credits.

In Brightwheel:

  1. Go to Reports under Billing and select the Payments & Credits Report

  2. Choose the date range you want to export data for

  3. Select only Credits under Transaction Type

  4. Choose any other filters and then click Apply Filters to run the report

  5. Click Export to download the report as a CSV

In Quickbooks:

  1. Click the gear icon in the top right corner

  2. Under Tools, select Import Data

  3. Look for Need to bring in sales receipts, invoices, and expenses? and click "Try This App"

  4. In SaaSAnt under New Import, select Browse File to find your Credits CSV

  5. Select Credit Memo in the Quickbooks Entity field

  6. Map your CSV columns to the appropriate Quickbooks Credit attribute (you do not need to map all fields) - see table below

  7. Once import is complete, you can go in and attribute the credit to a specific invoice if needed

Quickbooks attribute maps to >>

BW attribute

Customer

Student

Post Date

Credit Memo Date

Credit Reason

Product/Service

Total Credit or Payment Amount

Product/Service Amount


Creating Journal Entries with the Revenue Report

Many of our customers need to be able to report on total amounts billed and paid for a given charge category, less any expenses (fees associated with online transactions). This information is often used to create journal entries tied to a Chart of Accounts for accounting purposes as well. Our Revenue Report allows you to do this.

Here's how to pull that report:

  1. Go to Reports under Billing and select the Revenue Report

  2. Choose the date range you want to assess; you can group by charge category or charge description to get the totals you need

  3. Click Apply Filters to run the report

Learn more about the Revenue Report here.


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