Enrollsy allows you to sync transactions occurring within our platform with your QuickBooks account.
You will map the Charge Items and Discount Items created within Enrollsy to your QuickBooks Online accounts and subaccounts. You can sync all transactions within Enrollsy to QuickBooks one month at a time.
We recommend building your pricing model and charge/discount items with this syncing process in mind.
Step 1: Reach out to Enrollsy
Send an email to support@enrollsy.com or chat in letting us know that you want to use our QBO integration.
Step 2: Clean Up Any Customer Records
Every time you sync with QuickBooks Online (QBO), Enrollsy will automatically create a new record within your QBO Company File for each of your Enrollsy customers. If you already have some customer records within QBO 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).
Step 3: Map Enrollsy with QBO
Mapping Enrollsy with QBO is an essential step to syncing your Enrollsy account with QuickBooks. You need to map out what information should be imported and where this information should be recorded. To do this, select the person icon at the top right side of your screen, select the "Items" tab, and scroll down to the bottom of the page. From here, you will see a link to complete your QuickBooks mappings.
Three Different Item Types:
There are three different Item Types: Company Mapping, Fee, and Discount.
Company Mapping - Refers to system static mapping settings. These come with every account. You likely have the following Company Mappings on your account:
Tuition Mapping - This company mapping was required for our old billing system. Unless you know that you are still on Version 1 billing, please disregard this company mapping.
Manual Adjustment Mapping - Adjustments are made by Admins within Individual Customer Accounts.
Misc Sales Mapping - Uncategorized sales recorded within Enrollsy.
Undeposited Funds Mapping - Cash or check payments.
Fee - Refers to the Charge Items you created in My Company -> ITEMS -> Charge Items.
Discount - Refers to the discount item name that you created in My Company -> ITEMS -> Discount Items.
Mapping Item Types to your Quickbooks Account
Each of the above Item Types requires specific mappings to ensure they are synced correctly into your QuickBooks account. Each item requires the following information to be provided in the QB Mapping page fields, ensuring they correspond with your QuickBooks account.
Account (Required)
Whenever a transaction is recorded within Enrollsy (e.g., a discount is provided or a specific charge occurs), determine which of your QB accounts to sync with. If you have QBO accounts already created that you would like to sync transactions into, ensure you map that account name in exactly as it appears in QBO. If you haven't created any QB accounts yet, simply type the name of the account you want to create in the Enrollsy mappings page. During your first sync, accounts will be created based on your mappings.
Sub Account (Optional)
In QuickBooks Online, you can create sub-accounts to break down your expenses, income, and other account types in more detail. If desired, record which sub-account you would like the transaction recorded into.
Append Enrollment Period to Sub Account (Optional)
If a transaction is tied to a specific enrollment period, would you like this information recorded within QuickBooks? If so, select the "Append Enrollment Period to Sub Account" checkbox.
Product or Service Name (Required)
Every item listed on your mappings page must be mapped to a Product or Service name. Like accounts, you can either add the names of products or services that have already been created in your QBO account or create new labels within your Enrollsy mappings page. During the first sync, those new labels will create new products or services within your QBO account. Once you have completed your mapping for each type listed, you are ready to process your first QB sync!
Step 4: Complete your first QBO Sync
If this feature is available on your plan within Enrollsy, head to your reports page to start the exporting process. MENU -> Reports -> QuickBooks Online Export.
Select the date range to sync (one month at a time) and select the desired classifications. Start by clicking "Start Sync." After this, you will begin the integration with Enrollsy by authenticating with QuickBooks Online.
Once complete, head into your QBO account to see the synced transactions. Keep in mind that QuickBooks uses a double-entry system, which means you will need to reconcile your bank statement with the transactions synced from Enrollsy. The transactions will likely show within the "Undeposited Funds" account directly after syncing, ready for you to complete your reconciliations.
Future Syncs
Sync your QBO account with Enrollsy every month by following the sync instructions outlined in Step 4.
Errors When Syncing
If the import into your company file in QuickBooks Online was unsuccessful, please note the date and time of the error and screenshot/download any errors you are displayed and email support@enrollsy.com.
Revert your company file to your backup. We don't want corrupted data in your company file.