Use QuickBooks Online with Melora Connect

Before you start

QuickBooks Online sync is switched on for your organization by the Melora team. If the QuickBooks Online card in Melora says "Not enabled", ask your Melora contact to turn it on.

You also need a QuickBooks Online company you can sign in to as an admin, and the right to manage settings in Melora. One QuickBooks company can be connected to one Melora organization. Demo organizations never send anything to QuickBooks.

Connect QuickBooks Online

1. In Melora Connect, click Settings in the menu, then the Integrations tab.
2. On the QuickBooks Online card, click "Connect".
3. Sign in to QuickBooks, choose your company, and allow the access Melora asks for.
4. You return to Integrations, and the card shows your QuickBooks company with the status "Map your accounts".

Map your accounts

Nothing is posted until you tell Melora where each kind of money goes.

1. On the QuickBooks Online card, click "Accounts".
2. Choose the clearing account (the money MeloraPay holds before your payout), the payment processing fees account and the Melora Connect fees account.
3. Choose a product or service for membership dues, member invoices, sponsorships, event tickets, donations, store sales, other payments and refunds. Each product or service brings its own income account from QuickBooks. You can also choose a different product or service for each membership type; otherwise they use Membership dues.
4. Under "Post earlier money too", choose whether to start from the connection date or also post the last few months.
5. Click "Save accounts".

New money posts within a few minutes. Posting earlier money is a one-time backfill: running it again never posts anything twice.

What Melora posts

Once your accounts are mapped, Melora posts by itself:

• Members and sponsors you bill become customers in QuickBooks.
• Invoices, and the payments made on them.
• Sales receipts for money paid without an invoice, such as event tickets, donations and store sales.
• Payment processing fees and Melora Connect fees, as expenses.
• Refunds.

If a record with the same number or name is already in QuickBooks, Melora links to it instead of creating a copy.

Changes made in QuickBooks

Melora watches the records it posted. When something changes in QuickBooks, such as a payment recorded there, a voided or deleted record, or a currency that doesn't match, Melora does not change anything on its own. It lists the change on the QuickBooks Online card under "changes to review", where you choose Accept or Dismiss.

Melora takes payments by card or bank through MeloraPay, so a payment recorded only in QuickBooks does not mark the invoice paid in Melora by itself.

Check the sync

The QuickBooks Online card shows how many records are waiting, posted, retrying or gave up, and when Melora last posted. Open the sync log to see each record, whether it went to or came from QuickBooks, and the outcome. Click "Refresh" for the latest status.

Melora's QuickBooks export file is still available, but while QuickBooks Online is connected, don't import it too: the same money would be entered twice.

Disconnect QuickBooks Online

1. In Melora Connect, click Settings in the menu, then the Integrations tab.
2. On the QuickBooks Online card, click "Disconnect" and confirm.

Melora stops posting to that company and forgets its access. Everything already in QuickBooks stays there, and if you connect the same company again later, nothing is posted twice.

Data Melora uses

Melora uses QuickBooks' accounting permission. It reads your accounts and products or services to offer them when you map your accounts, and the records it posted and the payments made on them. It creates customers, invoices, sales receipts, payments, expenses and refunds for your organization's Melora money only. When you disconnect, Melora stops all access.

Support

Questions about the QuickBooks Online integration? Email support@meloraconnect.com or use our contact page.