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.
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.
We then run the credit card by connecting to the payment processor.
Once the processor approves the payment, we update the sales receipt in QuickBooks with confirmation information provided by the payment processor.
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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