Index
What is this integration?
The QuickBooks integration lets you send your Golfmanager customers, invoices and payments directly to QuickBooks Online, Intuit's accounting software. Unlike other accounting integrations that generate a file, this one connects directly with QuickBooks through a secure connection (you log in to QuickBooks and authorize Golfmanager once).
QuickBooks Online is a cloud accounting program. This integration sends the data to your QuickBooks company without intermediate files: you trigger the send and the data appears in QuickBooks.
What problem does it solve?
Eliminates manual entry of customers and invoices in accounting.
No intermediate files: the send is direct to QuickBooks.
Reduces typing errors in data, amounts and payments.
Keeps consistency between what is invoiced in Golfmanager and what is recorded in QuickBooks.
Which systems does it connect and in which direction does the data flow?
It connects Golfmanager with QuickBooks Online, in a single direction:
You trigger the send of customers or of invoices and payments, and Golfmanager creates them in QuickBooks.
The first time you will have to log in to QuickBooks and authorize the connection; after that, the send is direct.
QuickBooks does not send data back to Golfmanager: it is an export.
What information is exported?
Data | What it includes |
Customers | Name, address, phone, email and notes (only those that have the member tag) |
Invoices | The invoice by its total amount, linked to the customer and the configured product in QuickBooks |
Payments | The full collection of the invoice, linked to it in QuickBooks (created automatically) |
Prerequisites (before activating the integration)
Have a QuickBooks Online account.
Have the QuickBooks module installed, together with the customers and billing modules.
An application registered in Intuit's developer portal, which gives you the Client ID and the Client Secret.
Your QuickBooks company identifier (Environment ID / Realm ID).
QuickBooks usage permission to access the screen and trigger the sends.
How to set it up (step by step)
Step 1 — Register the app in Intuit's portal
Access Intuit's developer portal and create/use an app connected to your QuickBooks company.
Note down the Client ID and the Client Secret (under "Keys & Credentials").
Configure the app's Redirect URL (it must match exactly the one you will set in Golfmanager).
Note down the company identifier (Environment ID / Realm ID).
Step 2 — Configure QuickBooks in Golfmanager
Log in to Golfmanager with a user that has QuickBooks permission.
Go to the QuickBooks settings.
Enter the Client ID, the Client Secret, the Company identifier, the Redirect URL and the Scope (access permissions).
Indicate the Member tag (only customers with that tag are exported) and the QuickBooks product name (the product the invoices are linked to).
Save the changes.
Step 3 — Tag the members
Add the member tag to the customers you want to export to QuickBooks.
Save the changes. (Customers without that tag are not sent.)
⚠️ The Redirect URL must be identical in Golfmanager and in Intuit's portal, or the authorization will fail. And remember: only customers with the configured member tag are synchronized.
Explanation of each field
Below is a description of each field in the integration: where it is, what it means, its impact on the system, and a usage example (what happens when it is used and how the system behaves).
A) Connection with QuickBooks (settings)
1. Client ID and 2. Client Secret
Description: the credentials of your app in Intuit's portal that authorize Golfmanager to connect with your QuickBooks.
Impact on the system: they are mandatory. Without them you cannot authorize or export.
Usage example: you copy the Client ID and the Client Secret from your app's "Keys & Credentials".
What happens when it is used: they are used to log in and obtain access permission to QuickBooks.
System behavior: if they are missing or incorrect, an error appears indicating that the Client ID or the Client Secret is missing and it does not connect.
3. Company identifier (Environment ID / Realm ID)
Description: the unique identifier of your company in QuickBooks Online.
Impact on the system: it is mandatory. It indicates which QuickBooks company the data is sent to.
Usage example: you copy it from Intuit's portal and paste it here.
What happens when it is used: the customers and invoices are created in that specific company.
System behavior: if it is missing or incorrect, the export fails.
4. Redirect URL
Description: the address QuickBooks returns you to after logging in and authorizing.
Impact on the system: it is mandatory and must match exactly the one registered in the Intuit app.
Usage example: you set the same URL in Golfmanager and in Intuit's portal.
What happens when it is used: on authorizing, QuickBooks returns you to Golfmanager and the connection is established.
System behavior: if it does not match, Intuit rejects the authorization and it does not connect.
5. Scope
Description: the access permissions requested from QuickBooks (for example, accounting and payments).
Impact on the system: it is mandatory. It defines what the integration can do in QuickBooks.
Usage example: you indicate the accounting scope (and payments, if applicable).
What happens when it is used: on authorizing, QuickBooks grants those permissions.
System behavior: if the scope is not the right one, some operations might not be authorized.
B) What is synchronized (settings)
6. Member tag
Description: the name of the tag that marks which customers are exported.
Impact on the system: it is mandatory. Only customers that have that tag are sent to QuickBooks.
Usage example: you tag the customers that should go to accounting as "Member".
What happens when it is used: when sending customers, only those carrying the tag travel.
System behavior: a customer without the tag is never exported, even if they have invoices.
7. QuickBooks product name
Description: the name of the QuickBooks product (item) the exported invoices are linked to.
Impact on the system: it is mandatory. Golfmanager looks up that product in QuickBooks to create the invoice line.
Usage example: you indicate the name of a product that already exists in your QuickBooks (for example, "Golf Sales").
What happens when it is used: each invoice is created in QuickBooks with its amount on that product.
System behavior: if the name does not match a QuickBooks product, the invoice is not created correctly.
C) Internal flags (on customers and invoices)
Field names: "Sent to QuickBooks" (on customer and on invoice) and the customer's QuickBooks identifier.
Description: flags that indicate whether a customer or an invoice has already been exported, and that store the customer's identifier in QuickBooks.
Impact on the system: they prevent duplicating. Invoices are only sent if their customer is already in QuickBooks.
Usage example: after sending a customer, it is marked as sent and stores its QuickBooks ID.
What happens when it is used: on subsequent sends, what was already sent is not sent again.
System behavior: they are filled in automatically; they are not edited by hand.
How to use it day to day (step by step)
Go to the QuickBooks screen in Golfmanager.
Click "Send clients" to export the members first (invoices need their customer to already exist in QuickBooks).
The first time, you are redirected to QuickBooks to log in and authorize the connection. After that, you return to Golfmanager and the send continues on its own.
Click "Send invoices" to export the invoices and their payments.
Review the result: Golfmanager tells you how many were sent and records the send.
On subsequent sends, since you are already authorized, the send is direct (until the authorization expires and you have to log in again).
Reviewing the transactions
On the QuickBooks > Transactions screen you will see the record of each send, with its result (successful or with error) and, if something failed, the error detail. It is the first screen to review when a customer or an invoice does not appear in QuickBooks.
Limitations to keep in mind
It is a one-way export: Golfmanager sends to QuickBooks; QuickBooks does not send data back.
Only customers with the configured member tag are exported.
Customers first, then invoices: an invoice is only sent if its customer is already in QuickBooks.
The invoice is sent by its total on the configured product (it is not broken down by lines or by taxes).
Each invoice generates its full payment in QuickBooks automatically.
Credit notes are not synchronized nor is anything deleted in QuickBooks if you delete it in Golfmanager.
It requires authorizing the connection the first time and doing it again when it expires.
It depends on QuickBooks Online: if the service is unavailable, you cannot export at that moment.
Frequently asked questions
The authorization with QuickBooks fails.
Almost always it is because the Redirect URL in Golfmanager and the one in Intuit's portal are not identical. Set them exactly the same (no differences in case, slashes or domain) and try again.
A customer is not exported.
The most common reason is that it does not have the member tag, or that it had already been sent. Add the member tag to the customer; if it was already sent, it is not sent again to avoid duplicating.
I get a credentials or configuration error.
Messages such as "the Client ID/Client Secret/… field is missing" appear when some configuration data is empty or incorrect. Check the Client ID, the Client Secret and the company identifier in the Intuit app and save them again in Golfmanager.
The invoice is not created correctly in QuickBooks.
It is usually because the "QuickBooks product name" does not match a real product in your QuickBooks, or because the invoice's customer had not yet been sent. Check the product name and send the customer first.
Why do I have to send the customers before the invoices?
Because the invoice is linked to the customer already created in QuickBooks. If the customer has not been exported, its invoice stays pending until you send it.
Is the invoice payment also created?
Yes. For each exported invoice, the integration creates a full payment in QuickBooks linked to that invoice, so it appears as collected.
Are the invoice's line breakdown and taxes sent?
The invoice is created in QuickBooks by its total amount on the configured product; the lines are not sent one by one, nor is a detailed tax breakdown. If you need that level of detail, you will have to handle it in QuickBooks.
Can something that was already sent be sent again?
Not in the normal flow: sent customers and invoices are marked as sent to avoid duplicating in QuickBooks. Only those still pending are sent.
What happens if the send fails halfway?
Those that were sent correctly are marked as sent; those that failed are not marked and are retried on the next send. In Transactions you will see which ones errored and why.
Do I have to log in to QuickBooks again every so often?
Yes. The authorization renews itself for a while, but it expires after a period; when it does, on triggering a send you will be asked to log in and authorize again. It is a couple-of-clicks process.
Where do I check the result of the sends?
In QuickBooks > Transactions. Each send leaves a record with its status (successful or with error) and the failure detail if there was one.
Are credit notes sent?
No. The integration exports customers, invoices and their payments. Credit notes and refunds are not synchronized; handle them in QuickBooks if you need them.
If I delete or change a customer/invoice that was already sent, is it updated in QuickBooks?
No. Once exported, the record in QuickBooks is neither deleted nor modified from Golfmanager. Any later correction is made in QuickBooks.
How does QuickBooks identify each customer?
By their name (plus their address). It is best that members' names are correct and not duplicated to avoid confusion in QuickBooks.
Do I need a special permission to use the integration?
Yes, the QuickBooks usage permission. Your administrator assigns it to the profiles that should access the screen and trigger the sends.
Recommended best practices
Set up the Intuit app (Client ID, Secret, Redirect URL) carefully before you start.
Use the member tag to control which customers are synchronized.
Send the customers first and the invoices afterwards.
Do a first test with a few customers/invoices and validate it in QuickBooks.
Keep the QuickBooks product that receives the sales well defined.
Review the Transactions after each send to spot errors in time.