With brightwheel billing, you can easily use our reports to transfer your billing data to Quickbooks Online so you can complete your accounting processes. This resource will walk you through how to do that.
What We Support
Every customer sets up Quickbooks a little bit differently. This guide walks you through how to accomplish the following with Quickbooks Online only:
Transferring individual billing transactions like invoices, payments, or credits, when your customers in Quickbooks are set up as individual students
Using our Revenue Report to create journal entries with the summarized amounts for what has been billed and paid, as well as any fee expenses
Transferring Individual Billing Transactions
This section will walk you through how to transfer invoices, payments, and/or credits.
ℹ️ It's important to note that brightwheel does not have the ability to accept reports directly uploaded from third-party platforms.
Before you Get Started
1) Make sure your Customers in Quickbooks match your Students in brightwheel | In Quickbooks, the Customer Display Name must be the same as the student's First Name and Last Name you use in brightwheel. By default, the Customer Display Name in Quickbooks is a concatenation of the First name and Last name fields.
💡 If your Quickbooks is set up with a single "brightwheel" customer (all brightwheel students mapped to one customer in Quickbooks) you can still use reports to transfer data, it will just require a little extra manipulation. We have indicated how to do this below.
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2) Make sure your Products/Services in Quickbooks match your Charges in brightwheel. | The Category associated with a Charge in brightwheel — set up and managed in the Library — is equivalent to the Name of a Product/Service in Quickbooks. These must match. |
Importing Invoices
💡Before you get started, turn on custom transaction numbers so that you can import the same invoice #s in brightwheel to Quickbooks. This will make it easier to tie out the two systems if needed.
Video Tutorial
Step-by-Step Instructions
In Brightwheel:
Log in on the web and open the Billing page
Click to open the Reports tab
Select the Charges report
Choose the date range you want to export data for and add any other filters
🚩 Do not use the Group by filter!Click Apply Filters to run the report
Click Export and download the report as a CSV
Open the CSV file and REMOVE the bottom rows that show you the filters and totals, then resave the file as a CSV
ℹ️ If you have a single "brightwheel" customer in Quickbooks for brightwheel, you can override the student names in the Student field of the CSV file with whatever you call your customer in Quickbooks. You should do this before importing. Remember to resave the file as a CSV.
In Quickbooks:
Click the gear icon in the top right corner
Under Tools, select Import Data
Choose Invoices
Select the CSV file that you downloaded from brightwheel
Map the brightwheel fields (headers in your CSV) to the Quickbooks fields
Invoice No > Invoice #
Customer > Student
Invoice Date > Post Date
Due Date > Due Date
Item > Charge Category
Item Amount > Current Charge Amount
Quickbooks attribute maps to >> | BW attribute |
Invoice No | Invoice # |
Customer | Student |
Invoice Date | Post Date |
Due Date | Due Date |
Item Amount | Current Charge Amount |
ℹ️ If there are brightwheel Students in the file that you have not yet created as Customers in Quickbooks, you can elect to create new Customers when the data is imported by checking a box
View the Quickbooks Import Guide for more info
Importing Payments
Quickbooks uses a plugin called SaaSAnt to enable Payment imports. This tool allows you to upload a CSV-formatted brightwheel report and map the fields in that report file to the same fields in Quickbooks. You are able to review the data import before you actually do it.
💡 Set up or log in to SaaSAnt before completing the below steps to import payments.
Step-by-Step Instructions
In Brightwheel:
Log in on the web and open the Billing page
Click to open the Reports tab
Select the Payments & Credits report
Choose the date range you want to export data for
In the Transaction type field, select Online and Offline Payments only
Choose any other filters as needed
Click Apply Filters to run the report
Click Export to download the report as a CSV
In Quickbooks:
Click the gear icon in the top right corner
Under Tools, select Import Data
Look for Need to bring in sales receipts, invoices, and expenses? and click "Try This App"
In SaaSAnt, under New Import, select Browse File to find your Payments CSV
Select Received Payments in the Quickbooks Entity field
Map your CSV columns to the appropriate Quickbooks Payments attribute (you do not need to map all fields):
Quickbooks attribute maps to >> | BW attribute |
Payment Date | Paid Date |
Customer | Student |
Payment Method | Payment Method Type |
Reference No | Payment Method |
Invoice No | Invoice Applied |
Amount | Portion of Credit or Payment |
💡 Save this mapping for future re-use to make importing payments even more efficient going forward.
ℹ️ If a single payment was applied to multiple invoices and there was money left over that has not yet been applied to another payment, importing will create separate payment objects in Quickbooks (versus a single payment object).
Transferring Credits
Quickbooks also uses SaaSAnt to enable Credits imports. SaaSAnt allows you to upload a CSV-formatted brightwheel report of credits and map the fields in that file to the same fields in Quickbooks. You are able to review the data import before you actually do it.
It's important to note that Quickbooks does not allow you to specify which invoice(s) the credits were applied to when importing, so you can import the credits, and then you will need to manually attribute them to invoices if desired.
💡 Set up or log in to SaaSAnt before completing the below steps to import credits.
Step-by-Step Instructions
In Brightwheel:
Log in on the web and open the Billing page
Click to open the Reports tab
Select the Payments & Credits report
Choose the date range you want to export data for
In the Transaction type field, select Credits only
Choose any other filters as needed
Click Apply Filters to run the report
Click Export to download the report as a CSV
In Quickbooks:
Click the gear icon in the top right corner
Under Tools, select Import Data
Look for Need to bring in sales receipts, invoices, and expenses? and click "Try This App"
In SaaSAnt under New Import, select Browse File to find your Credits CSV
Select Credit Memo in the Quickbooks Entity field
Map your CSV columns to the appropriate Quickbooks Credit attribute (you do not need to map all fields) - see table below
Once import is complete, you can go in and attribute the credit to a specific invoice if needed
Quickbooks attribute maps to >> | BW attribute |
Customer | Student |
Post Date | Credit Memo Date |
Credit Reason | Product/Service |
Total Credit or Payment Amount | Product/Service Amount |
Creating Journal Entries with the Revenue Report
Many of our customers need to be able to report on total amounts billed and paid for a given charge category, less any expenses (fees associated with online transactions). This information is often used to create journal entries tied to a Chart of Accounts for accounting purposes as well. Our Revenue Report allows you to do this, follow the step-by-step guidance below.
Log in on the web and open the Billing page
Click to open the Reports tab
Select the Revenue report
Choose the date range you want to export data for
Group by charge category or charge description to get the totals you need
Click Apply Filters to run the report
Click Export to download the report as a CSV
Additional Assistance
For questions or topics not covered in this resource, refer to QuickBooks/SaaSAnt Support.
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