Quickbooks Integration
Connecting Regpack to QuickBooks Online
Plan requirement: The QuickBooks integration is available on Mid-Market, Mid-Market Plus, and Custom plans only. It is not available on the SMB plan, even if API Admin access is enabled on your account. If you see a message saying your plan does not include integrations, contact support at [email protected] to discuss upgrading.
The QuickBooks Online integration automatically sends your registration and payment data from Regpack to QuickBooks. Once connected, you no longer need to manually enter customer records, invoices, or payments; Regpack handles that for you.
Regpack is always the source of truth. QuickBooks receives a copy of your data for accounting purposes. Nothing in QuickBooks will affect or change your Regpack data.
What Gets Sent to QuickBooks
What's in Regpack | What gets created in QuickBooks |
|---|---|
Your products and sessions | Service items |
Registrants (parents / students) | Customers and sub-customers |
Registration carts and payment plans | Invoices |
Payments collected | Payment records |
Refunds issued in Regpack | RefundReceipts |
Chargebacks | RefundReceipts |
Cart lines removed from closed invoices | Credit Memos |
Before You Connect
Make sure you have the following ready before starting setup:
- You are logged into Regpack as an organization administrator
- Your organization is on the Mid-Market, Mid-Market Plus, or Custom plan
- Your Regpack account has an API Admin set up: this is required for payment sync. If you are not sure whether you have one, contact [email protected]
- You have a QuickBooks Online account: QuickBooks Desktop is a separate product and is not supported
- You know which QuickBooks income accounts you want to map to each of your Regpack product categories: you will be asked during setup
How to Connect Your QuickBooks Account
Setup takes about five to ten minutes and has two steps.
Step 1 — Set up your account mapping
- In Regpack, go to Project Settings and click Integrations
- Find the QuickBooks card and click Connect
- You will be taken to QuickBooks to log in and authorize Regpack. Use your QuickBooks admin credentials and click Authorize
- Once you are brought back to Regpack, a settings screen will appear. Map each of your product categories to a QuickBooks income account using the dropdown menus
- Select your accounts receivable (AR) account
- Click Save to complete Step 1
Step 2 — Run your first sync
- After saving your mapping, a sync dialog will appear automatically
- Click Sync to begin. Regpack will start sending your products and registrants to QuickBooks
- Depending on how many registrants and products you have, this may take a few minutes.
Once the first sync is complete, the integration is live and Regpack will keep QuickBooks updated automatically going forward.
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How Ongoing Sync Works
After setup, Regpack syncs changes to QuickBooks automatically whenever any of the following happen:
- A payment is collected or its status changes
- A registrant's cart is updated (items added, removed, or changed)
- A product's price or name is updated
These updates typically appear in QuickBooks within a few minutes.
How invoices are updated: If a registrant's cart changes after an invoice has already been sent to QuickBooks, Regpack updates the invoice automatically. If the invoice is already fully paid (closed), a new supplemental invoice is created instead. This keeps your QuickBooks records accurate and consistent with standard accounting practice.
If an item is removed from a closed invoice, a Credit Memo is posted automatically to keep your accounts receivable in balance.
How Payments Flow into QuickBooks
All payments, refunds, and chargebacks are routed through Undeposited Funds in QuickBooks. This is the standard approach that accountants expect when reconciling against bank deposits.
- Payments land in Undeposited Funds and close the related invoice
- Refunds post as RefundReceipts, reducing Undeposited Funds
- Chargebacks also post as RefundReceipts
Your Undeposited Funds balance at any point reflects the net cash your payment processor owes you, making future bank reconciliation straightforward.
What You Can Control
Once connected, you have access to the following options from your integration settings:
- Resync — Manually trigger a full sync of all your data, useful if you think something is out of sync
- Disconnect — Removes the connection between Regpack and QuickBooks and stops all future syncing. Your existing data in QuickBooks is not deleted.
You can also view pending and failed sync jobs, and a detailed error log, directly from the integration settings panel.
Things to Know
Family accounts
If a parent registers multiple children in your program, Regpack sends the parent as the main QuickBooks customer and each child as a sub-customer. Invoices are created at the child level, which matches how QuickBooks handles family billing.
Free registrations and scholarships
Even if a registration has a $0 balance — such as a scholarship recipient — Regpack still sends the invoice to QuickBooks. This keeps your enrollment and financial records consistent, and is useful for reporting purposes.
Refunds
When you issue a refund in Regpack, a RefundReceipt is created in QuickBooks automatically. You do not need to enter refunds manually.
Chargebacks
When a chargeback occurs, Regpack posts a RefundReceipt in QuickBooks to reflect the cash-out.
Registrants in multiple projects
If the same person registers across more than one of your Regpack projects, they share a single QuickBooks customer record. Regpack links registrants by organization, not by individual project.
Deferred Revenue (advanced)
If your organization runs sessions or events with future start dates, Regpack supports deferred revenue accounting. When enabled, invoice lines for future-dated sessions are routed to a liability account at the time of invoicing, and a Journal Entry is posted automatically on the session's start date to move the revenue to income. Contact [email protected] if you are interested in this feature.
Troubleshooting
If QuickBooks data looks wrong
Check that your integration is showing as Active in Regpack's integration settings. If you see an error status, try the Resync button. You can also open the Error Log from the integration settings panel. This shows a record of every sync event and any failures. If data is still missing or incorrect after a resync, contact [email protected] and let us know which records are affected.
If a payment or refund didn't sync
Payment sync requires an API Admin on your Regpack account. If payments are not appearing in QuickBooks, confirm that an API Admin is configured on your account. If you are unsure, contact [email protected].
If your connection expires
QuickBooks connections can expire if the authorization token is not refreshed. Regpack handles this automatically in most cases. If you see a message saying your QuickBooks connection needs to be re-authorized, click Reconnect and log back into QuickBooks. No data is lost during this process.
Frequently Asked Questions
Does QuickBooks data sync back to Regpack?
No. This is a one-way connection. Regpack sends data to QuickBooks. Changes made in QuickBooks do not affect your Regpack account.
Can I connect the same QuickBooks account to multiple Regpack projects?
Yes. Each Regpack project connects to QuickBooks separately, but they can share the same QuickBooks account. A registrant who appears in more than one of your projects will have one QuickBooks customer record shared across both.
I'm on the SMB plan — can I still use this integration?
No. The QuickBooks integration requires a Mid-Market, Mid-Market Plus, or Custom plan. Enabling API Admin access on an SMB account does not unlock this feature. Contact [email protected] to discuss upgrading.
What happens if I disconnect the integration?
Disconnecting stops all future syncing. Your existing data in QuickBooks stays in place — nothing is deleted. You can reconnect at any time and run a new full sync.
Does this work with QuickBooks Desktop?
No. This integration is for QuickBooks Online only.
How long does the first sync take?
It depends on the size of your account. Small accounts may finish in under a minute. Larger accounts with hundreds of registrants may take several minutes. You can watch progress on screen during the sync.
What if an invoice is already paid and a cart item is removed?
Regpack will not modify a closed (fully paid) invoice. Instead, it automatically posts a Credit Memo in QuickBooks to reflect the change and keep your accounts receivable accurate.