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:

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

Once you’ve completed those steps, you’re ready to sync your charges! Here’s how to sync charges from your platform to QuickBooks:

How to Sync Past Charges Manually
How to Enable Automatic Syncing.

The step-by-step instructions are below.

Step-by-Step Guide: – Sync Past Charges Manually

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

IMPORTANT: Make sure you have mapped your Locations and Items for Purchase to QuickBooks BEFORE syncing charges.

1. Navigate to Connected Apps

Select “Connected Apps” to manage integrations between your platform and external services, such as QuickBooks.

2. Quickboks Sync Past Charges

Select “Sync Past Charges” to begin importing your previous transaction data into QuickBooks.

3. Select Date Range

Choose the date range to ensure precise data synchronization.

4. Sync Past Charges

Click “Sync Past Charges” to start transferring the chosen past charges from your platform to QuickBooks. Note: It will take some time for all of your charges to sync to QuickBooks, depending on the number of charges in the time period you selected.

You have successfully synchronized past charges from your platform to QuickBooks by selecting the appropriate date range and initiating the sync process. To continue managing your financial data, consider exploring how to automate future charge syncing or review your QuickBooks integration settings for optimal performance.

Step-by-Step Guide: Enable Automatic Syncing

1. Navigate to Connected Apps

Select “Connected Apps” to manage integrations between your platform and external services, such as QuickBooks.

2. Manage QuickBooks Settings

Scroll down to find the QuickBooks option, then click the “Manage QuickBooks Settings” button.

3. Enable Automatic Syncing

Toggle the switch to enable automatic syncing for effortless synchronization.

4. Save QuickBooks Settings

Click “Save QuickBooks Settings” to apply your changes.

You have successfully synchronized past charges from your platform to QuickBooks by selecting the appropriate date range and initiating the sync process. To continue managing your financial data, consider exploring how to automate future charge syncing or review your QuickBooks integration settings for optimal performance.

Charge Details in QuickBooks

Each charge is entered in QuickBooks as a “Deposit” with 4 line items: Gross, Fee, Refund, Fee Refund.

Gross: The total amount charged to the customer
Fee: The transaction fee for the charge
Refund: Any refund for the charge
Fee Refund: Amount of the transaction fee refunded when a charge is refunded

Prevent Duplicate Line Items When Reporting by Location

Make sure to customize your Location reports in QuickBooks and filter by “Distribution Account”, then select the Income accounts you want to view.

Otherwise you may end up with duplicate “Net” amounts for the charge.

Here is how to set up your Location report filters to remove duplicates:

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

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

Step 3: Click the “Locations” option.

Step 4: Click the “Run report” link for the Location you want to view.

Step 5: Click the “Customize” button to update the filters.

Step 6: Under the “Filter” category, check the box for “Distribution Account”.

show where to find the distribution account checkbox

Step 7: Select all the items you want to track for this Location in the dropdown selector.

show where to select items for the report

Step 8: Click the “Run report” button.

show where to find the run report button

Step 9: Click the “Save customization” button to save these changes for next time.

show where to find the save customization button

This will clear up any duplicate “Net” line items showing in your Location Reports.

How to Sync Charges from your Platform to QuickBooks