On this page
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About Zapier
— Before you begin - Common automations (Zaps)
- Building your automation in Zapier
- Additional resources
About Zapier
Please note, to create automations with QuickBooks Online, you'll need a paid Zapier account. On Zapier, QuickBooks is considered a Premium app.
Manually entering data between your membership management software, MC Professional, and your accounting software, QuickBooks, is time consuming. You can easily automate this process using Zapier.
Zapier is a tool that connects different web apps. It works by creating "Zaps," which are automatic workflows based on a simple "if this, then that" rule. For example, if a new paid invoice is created in MC Professional, Zapier can automatically create a sales receipt in QuickBooks Online.
This article will guide you through the basics of setting up this connection.
Before you begin
You'll need a few things to get started:
- A Zapier account: QuickBooks Online is a premium app on Zapier, so you need a paid plan.
- An MC Professional account: You'll need admin access to connect this account to Zapier.
- A QuickBooks Online account: You must have a paid subscription and admin rights.
- An API Client in MC Professional: To connect to Zapier, create an API Client in your MC Professional account and get the necessary credentials. This allows Zapier to access your MC Professional data. Once you've created the API Client, you'll need the Client ID and Client Secret to enter in Zapier.
Common automations (Zaps)
You can create many different Zaps to fit your needs, but here are some of the most popular ones:
- When an invoice is paid in MC Professional: Automatically create a sales receipt in QuickBooks Online. This ensures your revenue is always up-to-date.
- When a new member joins in MC Professional: Automatically create a new customer in QuickBooks Online. This keeps your customer lists in sync.
- When a new invoice is created in MC Professional: Automatically create an expense in QuickBooks Online. This is useful for tracking costs related to memberships or events.
Building your automation in Zapier
Here's a general guide for creating a Zap that connects MC Professional and QuickBooks.
1. Log in to Zapier and select Create Zap.
2. Set up the trigger:
a. Search for and select MC Professional as your trigger app.
b. Choose a trigger event from the list, like Invoice Paid.
c. Follow the prompts to connect your MC Professional account to Zapier, entering the Client ID and Client Secret from the API Client you created in your MC Professional account.
d. Select Continue and Zapier will test the trigger to make sure it can pull sample data from your account.
3. Set up the action:
a. Search for and select QuickBooks Online as your action app.
b. Choose an action event that matches your trigger, like Create Sales Receipt.
c. Connect your QuickBooks Online account to Zapier. You must have the necessary admin permissions in your QBO account to connect to Zapier.
d. Continue on to the mapping stage, where you’ll match fields from MC Professional to Quickbooks Online.
4. Next, you’ll need to tell Zapier which information from MC Professional should go into which fields in QuickBooks. For example, you'll match the Invoice Amount field from MC Professional to the Amount field in QuickBooks. Zapier will show you a list of fields to select from.
5. Run a final test to confirm the data transfers correctly. If the test works, name your Zap and turn it on. Your new automation is now live.
To troubleshoot your Zap, please reach out to Zapier Support.
Additional resources
For more information on creating automations with your MC Professional account, check out these additional resources: