We are excited to share a major update to ClubSoft’s QuickBooks integration. Clubs that use QuickBooks Online as their accounting system can now connect QuickBooks to ClubSoft, sync invoices, map customers, send secure payment links, and collect online payments while keeping QuickBooks as the accounting source of truth.
This update was built for clubs that want the convenience of ClubSoft’s member portal and online payment tools without replacing the accounting workflows already managed in QuickBooks.
QuickBooks as the Invoice Source of Truth
Clubs can now choose QuickBooks as their invoice source. When this mode is enabled, QuickBooks remains responsible for the official invoice records, invoice numbers, due dates, balances, accounting reports, and sales tax rules.
ClubSoft mirrors those QuickBooks invoices into the member portal so members and guests can view and pay invoices online.
In simple terms:
QuickBooks manages the accounting.
ClubSoft manages the member experience and online payment collection.
Stripe securely processes the payment.
Sync QuickBooks Invoices into ClubSoft
ClubSoft can import QuickBooks invoices so they are visible in the Financials area, member profiles, and member payment pages.
Administrators can manually sync invoices or enable automatic invoice syncing. ClubSoft also includes import controls so clubs can choose how far back invoices should be imported. This helps prevent old historical invoices from being pulled into ClubSoft unless the club intentionally wants to include them.
Send Secure Payment Links
Once a QuickBooks invoice is mirrored into ClubSoft, administrators can send a secure ClubSoft payment link. Clubs can also enable automatic payment links for newly imported invoices.
Members and guests can pay without needing to log in, making payment collection easier for seasonal members, guests, and users who do not regularly access the portal.
To protect clubs from accidentally sending older historical invoices, ClubSoft now includes safeguards around historical invoice imports and payment-link sending. Historical or previously unmapped invoices can be reviewed before payment links are sent.
Payment Writeback to QuickBooks
When a member pays a QuickBooks-origin invoice through ClubSoft, ClubSoft records the payment back to the original QuickBooks invoice.
This means the QuickBooks invoice balance can be updated without requiring the club to manually reconcile every online payment.
ClubSoft does not use QuickBooks Payments for this workflow. Payments are processed through Stripe, then written back to QuickBooks as payments against the original QuickBooks invoice.
Customer Mapping and Duplicate Protection
QuickBooks customer mapping is now available to help clubs link existing QuickBooks customers to ClubSoft members.
This is especially helpful for clubs with years of historical QuickBooks data. Some clubs store customers as “Last Name, First Name,” while ClubSoft typically displays members as “First Name Last Name.” ClubSoft now supports flexible matching and mapping so historical QuickBooks records can be preserved without forcing either system to rename customers.
The mapping tool helps admins:
- View QuickBooks customers and ClubSoft members side by side
- Search by name, email, or member number
- Review unmapped customers
- Resolve duplicate email conflicts
- Link a QuickBooks customer to the correct ClubSoft member
- Apply mappings to existing mirrored invoices
ClubSoft is designed to avoid creating duplicate QuickBooks customers when a possible match already exists. QuickBooks customer names are preserved, ClubSoft member names are preserved, and the mapping connects the two systems safely.
QuickBooks Customer Sync
For mapped customers, ClubSoft can sync safe contact fields back to QuickBooks, such as email, phone, address, and notes.
ClubSoft does not automatically rename QuickBooks customers. Display names, first names, last names, company names, and historical QuickBooks naming formats are protected.
This gives clubs flexibility while helping prevent accidental changes to live QuickBooks accounting records.
Member-Paid Processing and Platform Fees
Clubs can configure how online payment fees are handled for QuickBooks-origin invoices.
Depending on the club’s settings, card processing fees, ACH processing fees, and ClubSoft platform/application fees can be absorbed by the club or paid by the member.
For QuickBooks-origin invoices, ClubSoft preserves an important accounting rule:
The payment applied to the QuickBooks invoice equals the original QuickBooks invoice balance.
If a member pays additional processing or platform fees, those fees are handled separately in ClubSoft and Stripe, and optionally through a separate QuickBooks Sales Receipt for fee accounting.
Example:
- QuickBooks invoice balance: $260.00
- Card processing fee: $8.19
- ClubSoft platform fee: $3.90
- Total paid by member: $272.09
- Payment applied to QuickBooks invoice: $260.00
This keeps QuickBooks invoice balances clean while still allowing clubs to recover online payment costs when configured.
Temporary Assignments and Guest Payments
QuickBooks invoice mode also supports temporary resource assignments, such as guest slips, short-term moorage, parking, or other temporary reservations.
When QuickBooks is the invoice source, ClubSoft can create a QuickBooks invoice for the temporary assignment, mirror it into ClubSoft, and allow the member or guest to pay online.
This works for both existing members and non-member guests.
Admins can:
- Create a temporary assignment
- Create a QuickBooks invoice
- Send a payment link
- Collect card payment immediately
- Charge a saved payment method when available
- Extend a reservation and invoice only the additional days
Shortened reservations do not automatically create refunds or credits. Any refund, credit, or QuickBooks adjustment should be handled manually by the club.
Multi-Line QuickBooks Invoices from ClubSoft
Administrators can now create QuickBooks invoices directly from ClubSoft with multiple line items.
This includes:
- Selecting a mapped member
- Choosing QuickBooks products/services
- Adding multiple invoice lines
- Entering quantities, rates, descriptions, and memo details
- Creating the invoice in QuickBooks
- Mirroring the invoice back into ClubSoft
- Sending a secure payment link
This gives clubs more flexibility while keeping QuickBooks as the official invoice system.
Better Visibility and Safer Syncing
We also added clearer sync status information so clubs can distinguish between:
- QuickBooks invoice import/mirror sync
- QuickBooks transaction sync
- Customer mapping status
- Payment-link sending status
This helps administrators understand what was imported, what was updated, what payment links were sent, and what was skipped.
Recommended Setup Process
For clubs connecting QuickBooks for the first time, we recommend the following setup process:
- Connect QuickBooks.
- Leave customer and transaction sync off initially.
- Set the QuickBooks invoice import start date.
- Review QuickBooks customer mappings.
- Resolve unmapped customers and conflicts.
- Confirm payment method and fee settings.
- Test with a small number of invoices.
- Enable auto-sync and auto-send payment links once everything is confirmed.
This approach helps protect historical QuickBooks data and prevents duplicate customer records or unexpected payment-link emails.
What This Means for Clubs
This update gives clubs a more complete QuickBooks workflow while keeping accounting control in QuickBooks.
With QuickBooks Two-Way Sync, clubs can:
- Keep QuickBooks as the accounting source of truth
- Display QuickBooks invoices in ClubSoft
- Send secure online payment links
- Accept card and ACH payments through Stripe
- Write payments back to QuickBooks
- Map existing QuickBooks customers to ClubSoft members
- Avoid duplicate customer creation
- Support guest and temporary assignment payments
- Create QuickBooks invoices from ClubSoft when appropriate
This is a major step toward making ClubSoft a more complete financial and operational platform for yacht clubs, marinas, and membership-based organizations.
Coming Next
Future improvements may include expanded billing automation, bulk/tagged QuickBooks invoicing, deeper reconciliation tools, refund and credit workflows, and additional reporting around QuickBooks and Stripe payment activity.