Enrollsy lets you sync transactions from our platform with your QuickBooks Desktop (QBD) or QuickBooks Online (QBO) account.
Reach Out to Enrollsy First
Email support@enrollsy.com or chat in to let us know you want to set up your QuickBooks integration — this needs to be enabled on your plan before you can sync
Clean Up Your Customer Records
Every time you sync, Enrollsy creates a new record in your QuickBooks Company File for each Enrollsy Primary Account Holder. If you already have matching customer records in QuickBooks, format them correctly first so Enrollsy updates them instead of creating duplicates.
The required format is [LAST NAME], [FIRST NAME], with a comma in the middle — for example, primary account holder John Doe should read Doe, John.
Enrollsy sends the following contact information for each account:
Primary Account Holder first and last name
Primary Account Holder email address
Primary Account Holder street address
Primary Account Holder cell and home phone numbers
Understand Your Mapping Options
Mapping tells Enrollsy what information to import and where to record it in QuickBooks. You'll set a mapping for every Charge Item and Discount Item, which gives you full control over which QuickBooks accounts they sync into.
Three Item Types
Every mapping uses one of three item types: Company Mapping, Fee, or Discount.
Company Mapping refers to system-level mappings that come with every account:
Tuition Mapping — required only for our old billing system; disregard this unless you know you're still on Version 1 billing
Manual Adjustment Mapping — for adjustments Admins make on individual customer accounts; the Discount Item Misc Credits must be mapped here
Misc Sales Mapping — for uncategorized sales; any charge with no specific Charge Item maps here automatically
Undeposited Funds Mapping — for cash or check payments
Fee refers to the Charge Items you create under My Company > Items > Charge Items — every Charge Item you create gets a matching Fee automatically.
Discount refers to the Discount Items you create under My Company > Items > Discount Items — every Discount Item you create gets a matching Discount automatically.
Mapping Fields
Each item type needs the following fields filled in so it syncs correctly to your QuickBooks account.
Account (required) — the QuickBooks account each transaction should sync to; if it already exists in QuickBooks, enter its name exactly as it appears there (for example, Tuition or Revenue), and if it doesn't exist yet, type the name you want and Enrollsy will create it during your first sync
Product or Service Name (required for QBO, optional for QBD) — the Product or Service Name each item maps to; use an existing name or create a new one, which QuickBooks creates automatically on your first sync
Sub Account (optional) — records a transaction into a specific QuickBooks subaccount for more detailed reporting
Append Enrollment Period to Sub Account (optional) — records which Enrollment Period a transaction is tied to, so you can tell tuition collected for one Enrollment Period apart from another (Enrollsy doesn't sync transactions to specific Programs or Classes at this time)
Important:
Map Misc Credits to the Manual Adjustment Mapping Company Mapping — it's used whenever a credit or discount is given without a Discount Item, and your sync will fail if it's missing. Any transaction with no Charge Item is automatically mapped to Misc Sales.
Where to Set Up Your Mappings
Click the person icon at the top right of your screen to open My Company, select the Items tab, then scroll to the bottom of the page and click the link to complete your QuickBooks mappings.
Sync with Quickbooks Online
Step 1 — Start Your First Sync
Go to Menu > Reports > QuickBooks Online Export, select the date range to sync (one month at a time), and choose the desired classifications.
Click Start Sync, then authenticate with QuickBooks Online.
Step 2 — Review Your Synced Transactions
Once the sync completes, go to your QBO account to see the synced transactions. QuickBooks uses double-entry bookkeeping, so you'll need to reconcile these transactions with your bank statement — they'll likely appear in your Undeposited Funds account, ready for reconciliation.
Future Syncs
Repeat the steps above every month to keep QBO in sync with Enrollsy.
Sync with QuickBooks Desktop
Before Your First Sync
Make sure you have a few things ready:
QuickBooks Desktop updated to at least 2019
Your company file backed up — QBD 2019 requires this automatically when importing IIF files, but back up before syncing any third-party software regardless
Your Chart of Accounts downloaded as a reference for mapping your Charge and Discount Items:
Open your QBD company file
Choose File from the taskbar
Go to Utilities, then Export
Select Lists to IIF Files
Choose Chart of Accounts
Save the file to a location of your choice
Step 1 — Back Up Your QBD Account
Back up your QBD account before every sync with Enrollsy.
Step 2 — Export from Enrollsy
Go to Menu > Reports > QuickBooks Desktop Export, select the date range to sync (one month at a time), and choose the desired classifications.
Specify whether you're a Windows user — leave this unchecked on Mac. QuickBooks on Windows doesn't allow importing refund transactions, so if you check it, you'll need to review and manually import refunds yourself from the Enrollsy transactions report.
On your first sync only, also export your payment methods list so it syncs with your company file — exporting it again on later syncs will cause an error.
Click Start Export — an IIF file downloads at each step of the process.
Step 3 — Import Each File into QuickBooks Desktop
Import the IIF files one at a time, in the order they were downloaded. For each file:
Open your QB company file
Choose File from the taskbar
Go to Utilities, then Import
Select IIF Files
Click Import IIF
Select the IIF file generated by Enrollsy (likely in your Downloads folder)
If it succeeds, you'll see Your data has been imported — click OK and move on to the next file
If it doesn't succeed, see Errors When Syncing below
Step 4 — Finish the Import
Click Finish at the Import Transactions IIF file download — this marks the transactions as Exported so they won't be included in a future IIF file for the same dates, which prevents duplicates. Contact us if you ever need transactions unmarked as Exported.
Future Syncs
Repeat Steps 1 through 4 each month, but skip exporting the payment methods list in Step 2 — only do that on your first sync.
Errors When Syncing
If a sync into your QuickBooks company file fails, work through our troubleshooting article before contacting us, and revert your company file to your backup so you don't end up with corrupted data.
If you've completed every troubleshooting step and still get an error, note the date and time, screenshot or download the error, and contact us through the admin portal chat.
Check Console for Errors
Right-click anywhere in the browser window and select Inspect
Click the Console tab, to the right of Elements
Right-click in the console and select Clear console, then choose to show errors only
Try to reproduce the issue
Screenshot any errors that appear — they'll be in red