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The Novi AMS - QuickBooks Sync

Learn how Novi's sync with QuickBooks works, including what information is sent to QuickBooks and what information is brought into Novi.

Pete Zimek, CAE avatar
Written by Pete Zimek, CAE
Updated over a week ago

The Novi AMS sync with QuickBooks Online was architected by a QuickBooks Advanced Certified ProAdvisor, based on direct input from executives at Intuit and under the the careful watch of over a dozen association accounting professionals. The purpose of this article is to dive deeper into the mechanics of our sync.

Generally speaking, Novi's sync with QuickBooks is:

  • Two-way

  • 24/7

  • Instantaneous

  • As detailed as if transactions were hand coded in QuickBooks


QuickBooks is the System of Record for Accounting

At the core of the sync is our belief that QuickBooks should be the system of record for accounting. When accounting transactions need to be created by Novi, they are always created in QuickBooks first before saving them to Novi. Generally, this process happens so quickly that a user would not notice. However, the importance of this nuance can't be overstated. By saving accounting data in QuickBooks first, QuickBooks becomes the single source of truth.

An Example

Imagine a member visits the website to sign up and pay for an event with their credit card.

  1. Novi's first action is to create a sales receipt in QuickBooks. While this is done via the QuickBooks API, the end result is as if a bookkeeper had hand coded the transaction.

  2. We then run the credit card by connecting to the payment processor.

  3. Once the processor approves the payment, we update the sales receipt in QuickBooks with confirmation information provided by the payment processor.

  4. Only after all of those steps are complete, we will sync the sales receipt into Novi.

With this approach, QuickBooks is always correct.

If a Sync Fails

Auditors may ask what happens should there be a disruption in the process. With modern API architecture, this is exceedingly rare. However, as with any system, there may be a disruption in the process on rare occasion.

If a disruption happens during step #1, the user is given an error notice, no transaction is created, and no sale is generated.

If the error were to happen during subsequent steps, the user is given an error notice. However, the sales receipt will exist in QuickBooks as evidence of the transaction. This will alert the bookkeeper to the issue and allow them to manually complete the process. In no case should Novi be viewed as the source of truth for that particular transaction.


Transactions

Novi creates roughy 93% of the average association's revenue-related transactions. These transactions are created according to the rules specified in Novi, and they are triggered by admin actions, customer self-service on your website, or a Novi background process.

Four Revenue Sources

Transactions can be created in Novi via four different channels.

Dues

Dues transactions are created according to the dues rules and member type settings for each particular member.

Events

Event transactions are created when members are registered for certain event tickets. Refunds and credit memos are issued for certain event cancellations.

Ecommerce

Purchases made through Novi's Ecommerce platform generate transactions according to the settings on each product purchased.

QuickBooks

Bookkeepers can hand-code transactions at any time within QuickBooks. Those transactions will be synced into Novi.

Transaction Types

Novi will create and sync the following transaction types:

  • Invoice

  • Sales Receipt

  • Payment

  • Credit Memo

  • Refund

The following transaction types are synced into Novi. However, they are never created or edited by Novi.

  • Journal Entry

  • Check


Customer Records

Customer records (a.k.a. member records) are kept in sync between QuickBooks Online and Novi AMS.

Novi Company Records to QuickBooks Online

The following is a granular list of the data pushed from Novi's company records into QuickBooks:

  • Company Name

  • Display Name

  • Contact Email 

  • Phone #

  • Mobile

  • Website

  • Fax

  • Billing Address

  • Shipping Address

  • Billing Information (this is backend only - your members cannot select/view their own settings):

    • Tax Exempt setting (on/off)

    • Reason for Exemption (only if Tax Exempt is toggled on)

    • Sales Term (aka payment terms)

    • Billing Notes

  • Associated transactions

  • Staff/Sub-Customers

Fields that are not pushed from Novi to QuickBooks include:

  • Alias

  • County/Parish

  • Member Type

  • Member Status

  • Member Since Date

  • Member Expiration Date

  • Custom Fields

  • Profile information

  • Logo

  • Other marketing materials

Novi People Records to QuickBooks Online

The following is a granular list of the data pushed from Novi's people records into QuickBooks:

  • First Name

  • Last Name

  • Display Name

  • Professional Contact Email

  • Profesional Contact Phone

  • Profesional Contact Mobile

  • Profesional Contact Fax

  • Website

  • Billing Address

  • Shipping Address

  • Billing Information (this is backend only - your members cannot select/view their own settings):

    • Tax Exempt setting (on/off)

    • Reason for Exemption (only if Tax Exempt is toggled on)

    • Sales Term (aka payment terms)

    • Billing Notes

  • Parent – Displayed as a sub-member of the parent company

Fields that are not pushed from Novi to QuickBooks include:

  • Profile information

  • Headshot

  • County/Parish

  • Member Type

  • Member Status

  • Member Since Date

  • Member Expiration Date

  • Custom Fields

  • Other marketing materials

QuickBooks Online Company Records to Novi

The following is a granular list of the data pushed from QuickBooks company records into Novi AMS:

  • Display Name

  • Contact Email 

  • Phone #

  • Mobile

  • Website

  • Fax

  • Billing Address

  • Shipping Address

  • Payment Terms (your members cannot select their own payment terms)

  • Billing Notes (your members cannot see your billing notes)

  • Associated transactions

  • Staff/Sub-Customers

  • Associated transactions

Fields that are not pushed from QuickBooks to Novi include:

  • Preferred payment method

  • Preferred delivery method

  • Opening balance

  • Attachments

  • Other

It's important to note that adding a company record in QuickBooks and manually invoicing them for dues in NO WAY updates any member type or status information in Novi. This is why you should add new members through Novi and not vice versa.

QuickBooks Online People Records to Novi

The following is a granular list of the data pushed from QuickBooks people records into Novi AMS:

  • First Name

  • Last Name

  • Display Name

  • Parent Member

  • Professional Contact Email

  • Professional Contact Phone

  • Professional Contact Mobile

  • Professional Contact Fax

  • Website

  • Billing Address

  • Shipping Address

  • Payment Terms (if entered from the Novi admin, your members cannot select their own payment terms)

  • Billing Notes (if entered from the admin, your member’s cannot see your billing notes)

  • Parent – Displayed as a sub-member of the parent company

  • Associated transactions (not including the parent’s transaction, only transactions that the individual is personally responsible for paying for)

Fields that are not pushed from QuickBooks to Novi include:

  • Preferred payment method

  • Preferred delivery method

  • Opening balance

  • Attachments

  • Other

It's important to note that adding a person record in QuickBooks and manually invoicing them for dues in NO WAY updates any member type or status information in Novi. This is why you should add new members through Novi and not vice versa.


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