Syncing With QuickBooks Desktop Version 2019+
If this is available with your paid plan of Enrollsy and your user role has the required permissions to perform this action, follow the steps below to get started!
If you are in the wrong place and need to view our help article about how to get started with QuickBooks Online, click here.
Step 1 - Getting Ready For Your First Sync
Before we meet, please confirm you have a few things in order.
QuickBooks Desktop 2019: Make sure you have QuickBooks updated to at least 2019.
Clean up your "Customer" records in your company file: Every time you sync with Quickbooks Desktop (QBD), Enrollsy will automatically create a new record within your QBD Company File for each of your Enrollsy customers. If you already have some customer records within QBD, and don't want to create duplicate accounts after syncing, please ensure that your existing customer accounts are formatted correctly. Every customer record that Enrollsy finds this way will be updated instead of duplicated. The required formatting is as follows:
[LAST NAME], [FIRST NAME] with the comma character in the middle (Example: John Doe's customer name should read Doe, John).
Download "Chart of Accounts": During our meeting, we will map which QBD Accounts will list your Discount and Charge items from within Enrollsy. To prepare for this, please download your "Chart of Accounts" for us to reference. See the steps below to learn how.
Open the QB company file.
Choose File from the taskbar.
Go to Utilities and select Export.
Then, select Lists to IIF Files.
A list will appear on your screen.
Choose the Chart of Accounts option.
Saves as dialog box will appear.
Save the file by selecting the location from the drop-down list.
Back Up Your Company File: ALWAYS back up your company file before syncing with 3rd-party software. If you have QBD 2019, they force this when importing IIF files (which is what we are going to do).
Step 2 - Schedule Your QBD Training Meeting
To ensure a successful Sync, we like to hop on a call with you. Together we will configure your mappings and complete your first QBD sync.
Step 3 - Your First Sync
Exporting customers' records and transactions to sync with your QuickBooks company file for the first time.
Step 3a: Backup your QBO account everytime you Sync with Enrollsy
Step 3b: If this feature is available on your plan within Enrollsy, head to your reports page to start the exporting process. MENU -> Reports -> QuickBooks Desktop Export
Step 3c: Select the date range to sync (one month at a time) & select the desired Classifications.
Step 3d: Specify whether you are a Windows user. If you are using QBD on Mac, do not select this. QuickBooks on Windows does NOT allow importing refund transactions. If checked, you will have to review refunds in the transactions report within Enrollsy and manually import them yourself into QBD.
Step 3e: Export the payment methods list from Enrollsy to be synced with your company file. Only do this on your first sync from Enrollsy.
Note: If you sync your payment methods list on any following syncs, they will not be successful, and QBD will give you an error message.
Step 3f: Click "Start Export." An IIF file will be downloaded to your computer at each step of the next window. Take the IIF file generated by Enrollsy and import them ONE AT A TIME into QuickBooks Desktop in the order they were downloaded.
For each file, follow the steps below.
Open the QB company file.
Choose File from the taskbar.
Go to Utilities and select Import.
Then, select IIF Files.
Click the button Import IIF.
Select the IIF file to import. Find and select the IIF file generated by Enrollsy. It will most likely be in your "Downloads" folder (on Windows: "My PC" -> "Downloads").
If successful, you will see a message that reads, "Your data has been imported." Click OK and move on to the next file to import.
If unsuccessful, see STEP 6.
Step 3g: Be sure to click "Finish" at the "Import Transactions" IIF file download. This will mark all the transactions exported from Enrollsy as "Exported" and will not be included in another generated IIF file for these dates. This is done to prevent duplicate transaction data in your company file in QBD. Contact us if you need to unmark transactions as "Exported" for any reason.
Step 4 - Additional Syncs Moving Forward
Repeat all sub-steps from STEP 3, but do NOT select the checkbox "Export payment methods list."
Errors When Syncing
QBD will let you download the error file if your import into your company file in QuickBooks Desktop was unsuccessful. Please download the error file and email it to support@enrollsy.com. The error file should be an IIF file.
Revert your company file to your backup. We don't want corrupted data in your company file.