How to Connect to QuickBooks

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Within our Gym Management Software, you’re able to connect to QuickBooks to automatically sync all charges on your platform with your QuickBooks account.

There are 3 main setup steps to take before you’re ready to sync your charges to QuickBooks:

  1. Connect to QuickBooks
  2. Make sure you have “Locations” set up in QuickBooks for mapping your locations.
  3. Make sure you create “Accounts” in QuickBooks for mapping your items for sale (packages, products, plans for sale, group memberships, etc.)

Here’s how to connect to QuickBooks, starting from the “Account” tab of your Dashboard.

The step-by-step instructions are below.

Step-by-Step Guide – Connect to QuickBooks:

Step 1: Make sure you’re signed in with your Exercise.com for Business Admin / Owner account.

Step 2: Click the Account tab, then click “Connected Apps” on the left side menu

Show where to find Connected Apps

show the connect QuickBooks link

Step 4: Sign in to your QuickBooks account, then select your company from your QuickBooks account and click “Next”.

show where to select your company

Step 5: Click the “Connect” button to confirm your connection.

Show the connect button
SUCCESS! Now you should see some additional options for your QuickBooks connection:
show changes when quickbooks is conencted

Step 6: BEFORE you map your items to QuickBooks or sync past charges, set up your Locations and Accounts in QuickBooks.

See below for instructions on how to set up Locations and add new accounts in Quickbooks:

 

How to Enable Locations in QuickBooks:

Step 1: Click the Settings icon in the top right corner of QuickBooks.

show location of settings icon

Step 2: Click “Account and settings” in the “YOUR COMPANY” column.

show the location of account and settings

Step 3: Click “Advanced” in the left side menu.

show the location of advanced settings

Step 4: In the “Categories” section, make sure “Track locations” is enabled & save changes.

show where to enable locations

Step 5: Click the “Done” button in the bottom right corner of the Settings view.

show the done button

How to Create Locations in QuickBooks:

Step 1: Click the Settings icon in the top right corner of QuickBooks.

show location of settings icon

Step 2: Click “All lists” in the “LISTS” column.

show where to find all lists

Step 3: Click the “Locations” option.

show where to find locations

Step 4: Click the “New” button to create a new Location.

show the location of the new button

Step 5: Enter the Location “Name” and save.

show the Location Information view

We recommend creating a Location in QuickBooks to match each Location that you have set up in your Exercise.com for Business platform.

The location for each purchase will be determined by the location configured on the purchasing customer’s account.

How to Set Up Your Items for Purchase as Accounts in QuickBooks:

Step 1: Click the Settings icon in the top right corner of QuickBooks.

show location of settings icon

Step 2: Step 3: Click “All lists” in the “LISTS” column.

show where to find all lists

Step 3: Click “Chart of Accounts”.

show where to find chart of accounts

Step 4: Click the “New” button to create a new account.

show where to find the new account button

Step 5: Set the “Account Type” to “Income”.

show income selected for account type

Step 6: Set the “Detail Type” to what you prefer.

We recommend “Sales of Product Income” or “Service / Fee Income”.
show the detail type setting

Step 7: Set the Account “Name” to the name of your item in Exercise.com.

We recommend using the same names that you used when creating packages, products, plans, group memberships, etc. in your Exercise.com for Business Dashboard.
show where to enter the account name

Step 8: Click “Save and Close” to confirm.

show where to find the save and close button

Step 9: Repeat Steps 4-8 for each item that you want to track in detail in QuickBooks.

PLEASE NOTE: Any items that you do not map to a specific Account in QuickBooks will be categorized as “Uncategorized Income”.

 

Next Steps:

Now that you have QuickBooks connected with your Locations and Accounts configured, you can map your locations and items available purchase from your Exercise.com for Business platform to the corresponding item in QuickBooks!

See below for what to do once QuickBooks account is set up:

Updated on June 17, 2022

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