🚀 Onboarding
This is the complete step-by-step setup flow for AccountBridge from scratch. Please complete each step in order.
Step 0 - Confirm Prerequisites
- Make sure your QuickBooks Online organization is set to the accrual accounting method.
In QuickBooks Online, go to Settings ⚙️ / Account and settings / Advanced and check that the Accounting method is Accrual.
2. Enable Custom transaction numbers in QuickBooks - go to Settings ⚙️ / Account and settings / Sales and set Custom transaction numbers On. This ensures that transactions imported from WildApricot retain their original transaction numbers in QuickBooks.
3. Ensure your QuickBooks setup includes all the required accounts to properly record transactions from WildApricot:
- A general Accounts Receivable (A/R) account
- Income accounts for different revenue types (e.g., memberships, events, etc.)
- Products and services that reflect your WildApricot records
- A default income account and product/service for any unmapped transactions.
You can also define separate default accounts for unknown membership levels, unknown events, and unknown store tags.
4. Optionally identify or create QuickBooks classes should you choose to use them. They can be added at a later time as well. If you choose to use QuickBooks classes, they must be applied to all mapping rules.
5. Ensure other payment gateways or service are not automatically or manually adding data into your QuickBooks account. This may cause conflicts such as incorrect or duplicate entries.
6. Register for an AccountBridge account on the login page.
7. After creating your AccountBridge account, you will receive a confirmation email from AccountBridge. If you do not see the email in your inbox, check your spam folder.
8. To start the AccountBridge setup, click AccountBridge Setup on the Home page.
Step 1 — Introduction
This page introduces the key AccountBridge setup processes. Expand each step to read a short description.
To continue click Next.
Step 2 — Create Connections
Connect WildApricot and QuickBooks with AccountBridge to enable automated access to your data and ongoing integration between the systems.
- When you open the page, you should see the message Email sent successfully.
At this stage, Make.com should show a status of Not Registered and the WildApricot and QuickBooks should have a status of Not Connected.
2. Make sure you have received the Credentials Request email from Make.
If you do not see it in your inbox, check your spam folder.
If you do not see it in your inbox, check your spam folder.
Authorizing WildApricot with AccountBridge
- In your WildApricot Admin view, select Apps from the sidebar menu.
2. Select Authorized applications.
3. Click the Authorize application button at the top of the screen.
4. In Application authorization, select Server application and click Continue.
5. In Application details, enter AccountBridge as the application name and select Read only.
Copy the API key to your clipboard and click Save in the top left corner of the screen.
6. Open the email with the Credentials request from Make. Click Review request at the bottom of the email.
7. Register for Make using the same email address as your AccountBridge account, then Sign in.
8. Click Authorize WildApricot at the AccountBridge Credentials screen.
- If this screen does not open automatically, open Credentials from the left sidebar, then navigate to AccountBridge Credentials and Click Details.
9. Paste your WildApricot API key that you copied from the WildApricot website in the pop-up window.
Then click Create.
10. The WildApricot authorization is complete.
After successful authorization, the status of your WildApricot credentials on the Credentials page in Make should change to Authorized.
At the AccountBridge website, the Make connection status changes to Registered, and the WildApricot status changes to Connected.
Authorizing QuickBooks with AccountBridge
- Open the AccountBridge Credentials screen in Make. To do this, select Credentials from the left sidebar menu, find AccountBridge Credentials on the page and click the Details button.
2. Click the Authorize button for QuickBooks.
3. Select a QuickBooks connection type. Do not use the Legacy connection type.
Click the Create button.
4. Login with your QuickBooks Online administrative account.
You may need to turn off your browser’s pop-up blocker to allow the QuickBooks screen to appear.
5. Click the Connect button in the pop-up window.
6. The QuickBooks authorization is complete.
After successful authorization, you will see in Make that the status of your QuickBooks credentials changes to Authorized.
At the AccountBridge website, the QuickBooks status changes to Connected.
Successful Connections
- Once QuickBooks Online and WildApricot are successfully connected, the request status in Make will change to Authorized.
2. In AccountBridge, Make should be marked as Registered, and WildApricot and QuickBooks should be marked as Connected.
NOTE: Before you continue, make sure both your WildApricot and QuickBooks connections are set up successfully. When you click "Retrieve Data & Continue", AccountBridge will import your field data from both systems so you can start configuring your integration.
3. Click Retrieve Data & Continue to proceed to the next step.
NOTE: If WildApricot and QuickBooks are connected, but you’re experiencing an issue, click Retrieve Data & Continue again to reload the configuration data.
Step 3 — General Information
Select your WildApricot account, choose your QuickBooks Online version, and specify the email addresses for AccountBridge™ notifications.
1. Select your WildApricot Account from the drop-down list.
2. Select your QuickBooks version: Canada or USA.
3. Specify the email addresses that AccountBridge will use for sending notification emails.
The From Email Address will appear as the sender of the emails. Enter one email address.
For example, you can use the email address associated with your AccountBridge profile or your WildApricot account.
For example, you can use the email address associated with your AccountBridge profile or your WildApricot account.
In To Email Addresses, enter the email addresses of the recipients who should receive AccountBridge notifications.
You can enter one or multiple email addresses separated by commas.
For example, you may want to send notifications to your treasurer, president, bookkeeper, and yourself.
4. Click Save & Next to proceed to the next step.
- Not ready to continue now? Click Save Now to save your progress and continue later.
Step 4 — Customer Information
Map WildApricot contact fields to QuickBooks customer fields
1. Select the WildApricot fields you use for contact information.
AI Tip: Click the Map with AI button to automatically map fields from your WildApricot.
You can review and change any of the suggested mappings.
2. AccountBridge maps customers between QuickBooks and WildApricot by matching the QuickBooks field Customer Display Name with the corresponding WildApricot field.
- Review your existing customers in QuickBooks to check the format of the Customer Display Name.
- Find your QuickBooks Display Name format in the table and select the matching QuickBooks Customer Mapping type.
Examples:
- If you use the <Company Name> in QuickBooks as the Customer Display Name, select the Organization for Customer Mapping.
- If you use the Customer's <Last name, First Name> (exact order, with comma) in QuickBooks as the Customer Display Name, select the Display Name as the Customer Mapping type.
- Select the QuickBooks Customer Mapping that matches your QuickBooks Customer Display Name format.
- You may want to update your existing QuickBooks customer records to match the Customer Mapping type you plan to use. This helps prevent duplicate contact records.
- If you wish to use a custom Customer Display Name format please contact AccountBridg support.
3. Click Save & Next to proceed to the next step.
- Not ready to continue now? Click Save Now to save your progress and continue later.
Step 5 — Invoice Configuration
Set up how WildApricot invoices are mapped to QuickBooks invoices — membership levels, events, store products, extra charge fields.
1. Select the Accounts Receivable account that will be used for invoices in QuickBooks.
2. Enable QuickBooks Classes if you have Classes enabled in QuickBooks.
If you choose to use QuickBooks classes, they must be applied to all mapping rules.
Please note that subclasses are temporarily not supported.
- You can choose No to skip this step and enable Classes later if needed.
3. Specify how WildApricot Membership invoices will be mapped to QuickBooks invoices.
This applies to membership applications, renewals, and membership level changes.
- Select the Default QuickBooks Product/Service to use when no other category is specified for this Membership level.
- Optionally, you can select different QuickBooks Products/Services for each membership level.
If no mappings are added, the default Product/Service selected earlier will be used
- To create a mapping manually, click + Add Mapping Row, then select the corresponding Membership Level, QuickBooks Product, and Income Account.
Repeat these steps for each membership level you want to map.
- Optionally, you can generate the mappings automatically by clicking Map with AI. You can review and edit any suggested mappings if needed.
4. Similar to Membership mapping, define how WildApricot Event Registration records will be mapped to QuickBooks accounts.
- Choose the Default QuickBooks Product/Service that will be used when no specific mapping is set for an Event Registration. This default mapping will also be applied to WildApricot events that do not have an event tag.
- You can also assign different QuickBooks Products/Services to specific WildApricot event tags. If no event mappings are added, the default Product/Service selected above will be used.
- To add an alternate mapping manually, click + Add Mapping Row. Then select the event tag you want to map and choose the corresponding QuickBooks Product/Service and Income Account.
Repeat these steps for each event tag you want to map.
- Optionally, click the Map with AI button to automatically generate Product/Service mappings. You can review and adjust the suggested mappings if needed.
5. Enable Online Store Mapping if you want to map WildApricot Online Store records with QuickBooks Products/Services and Income Accounts.
You can choose No to skip this step and enable Online StoreMapping later if needed.
- Choose the Default QuickBooks Product/Service to use when no specific mapping exists for this Online store product. This default mapping will also be applied to WildApricot Online store products that do not have an event tag.
- You can also map specific Online Store items to different QuickBooks Products/Services. If no item-specific mappings are configured, the default Product/Service selected above will be used.
- Click + Add Mapping Row to create a new mapping manually. Select a Product Tag and assign the appropriate QuickBooks Product/Service and Income Account. Repeat these steps for each product tag you want to map.
- Optionally, you can generate the mappings automatically by clicking Map with AI. You can review and edit any suggested mappings if needed.
6. Select the QuickBooks Product/Service for manually created WildApricot invoices.
7. Choose the QuickBooks Product/Service for WildApricot Extra-charge fees.
- Extra-charge fees can be created in WildApricot in Contact fields, Membership fields, and Event Registration fields. They can be added to membership and event registration invoices. If no Extra Charge mappings are configured, all extra-charge fees will be mapped to the same accounts and classes as the other invoice items.
- Click the Refresh Fields button first to load the available WildApricot extra-charge fields from your invoices.
- Click Add Mapping Row to select a QuickBooks Product/Service for each WildApricot extra-charge fee.
8. Click Save & Next at the bottom of the page to proceed to the next step.
- Not ready to continue now? Click Save Now to save your progress and continue later.
Step 6 — Payment Configuration
Map the default Deposit account and how WildApricot payment tenders map to QuickBooks payment methods.
1. Select a QuickBooks Deposit account to record received payments.
2. Assign WildApricot Payment Method types to the corresponding QuickBooks tender types.
Click the Map with AI button to automatically generate Payment Methods mappings. You can review and adjust the suggested mappings if needed.
To add a mapping manually, click + Add Mapping Row.
NOTE: AccountBridge currently does not support refunds.
Any refunds issued in WildApricot must be entered manually in QuickBooks.
3. Click Save & Next to proceed to the next step.
- Not ready to continue now? Click Save Now to save your progress and continue later.
Step 7 — Donation Configuration
Configure how WildApricot donations map to QuickBooks products and classes.
Donations are processed differently because they are not associated with an invoice. To record donation revenue in QuickBooks, the integration creates a Sales Receipt for each donation. This allows the donation to be assigned to the appropriate income account and deposited into the selected "Deposit To" account.
NOTE: Donations are processed differently because they are not associated with an invoice. To record donation revenue in QuickBooks, the integration creates a Sales Receipt for each donation. This allows the donation to be assigned to the appropriate income account and deposited into the selected "Deposit To" account.
1. If you do not use donations, you can skip this step by clicking Save & Next at the bottom of the page.
If your organization accepts donations, select Yes to configure donation settings.
2. Select the WildApricot fields that contain the donation campaign name and donation comment.
3. Choose the default QuickBooks deposit account and Product/Service for donations.
These settings will be used for donation transactions that do not match any other donation mapping rules.
4. Click + Add Mapping Row to map specific WildApricot donation campaigns to different QuickBooks deposit accounts and Products/Services.
NOTE: For organizations that apply taxes, the QB Tax Code for Exempt is required to indicate to QuickBooks that a transaction is not taxable.
5. Click Save & Next to proceed to the next step.
- Not ready to continue now? Click Save Now to save your progress and continue later.
Step 8 — Sales Tax Configuration
Map WildApricot and QuickBooks sales taxes.
1. If your organization does not charge sales tax, click Save & Next to continue without setting up tax mappings.
2. Enable Sales Tax Mapping if sales tax is applied to your organization's products or services.
3. Click + Add Mapping Row to map QuickBooks tax codes to the corresponding WildApricot tax rates and tax names.
- To view the WildApricot tax names, navigate to Finances → Taxes → Tax Settings. Under Tax Rates and Policies, you can find a list of all configured taxes.
4. Click Save & Next to proceed to the next step.
- Not ready to continue now? Click Save Now to save your progress and continue later.
NOTE: WildApricot allows up to two taxes per transaction item. Some WildApricot tax combinations are not supported in QuickBooks. A warning will appear if any unsupported tax combinations are detected.
Step 9 — Scheduling
Set the schedule for when the AccountBridge™ automation will run.
NOTE: Job Scheduling is a premium feature. This page is available only after an AccountBridge subscription has been added to your account.
To skip this step click the Save & Next button.
1. Select how often Invoices should be synchronized:
- Every day
- Every week
- Every two weeks
- Every month
NOTE: By default, automations run shortly after midnight based on your WildApricot account's time zone.
- If you select Every week, choose the Day of the week when the automation should run.
- If you select Every two weeks, choose the Day of the week when the automation should run.
- If you select Every month, choose the Day of the month when the automation should run.
2. Define scheduling for Payments and Donations in the same way.
3. Click Save & Next to proceed to the next step.
- Not ready to continue now? Click Save Now to save your progress and continue later.
Step 10 — Review and Clone
Review and confirm your configurations on this step.
1. Expand every section and review your AccountBridge configurations.
2. Click the Edit button if corrections are required. You will be taken to the relevant previous step to update your configurations.
3. After ensuring all configurations are correct, click Automate Workflows.
4. Click Save & Next to proceed to the next step.
- Not ready to continue now? Click Save Now to save your progress and continue later.
Step 11 — Automation Status
Review all automations.
1. Ensure that All automations ready before proceeding to the next step. Then click Save & Next.
2. If any automation has a status of Failed . . . there will be instruction
wait a few moments and click Retry Activation to try again.
3. Once All automations ready, click Save & Next.
Step 12 — Import Records
Test automations by importing WildApricot Invoices, Donations and Payments to QuickBooks.
1. Import WildApricot Invoices into QuickBooks:
- Select the date range for the WildApricot invoices you want to import into QuickBooks.
- Click Apply to view all WildApricot invoices within the selected date range.
- Review the invoices, then click Import Invoices to record them in QuickBooks.
- An email with the import status will be sent to the email addresses specified in Step 3 (General Information).
2. Repeat the same import process for Donations.
Enter Start and End date → Click Apply → Review the donations → Click Import Donations.
The import status will be emailed to the recipients specified in Step 3 (General Information).
3. Follow the same process to import Payments.
TIP: To see how payments are linked to invoices in QuickBooks, use the same date range for both invoice and payment imports.
Select the Start and End dates → Click Apply → Review the payments → Click Import Payments.
An email containing the import status will be sent to the email addresses specified in Step 3 (General Information).
IMPORTANT: The Test Automations feature does not automatically detect or prevent duplicate payment imports. Before running a test, make sure the same payment records have not already been imported into QuickBooks.If duplicate payments are imported during testing, they must be corrected manually in QuickBooks.
4. The onboarding process is complete. Click Go to Home to return to the Home page.
📋 Updates
Refreshing WildApricot and QuickBooks Configurations
- If you’ve made configuration changes in WildApricot or QuickBooks, don’t forget to refresh your data in AccountBridge so the changes appear in the system.
For example, this is needed when you add a new WildApricot membership level, event, or online store tag, or create a new QuickBooks account, product, or class.
- To refresh, open to the Configuration screen and use the Data Refresh buttons to update your WildApricot and QuickBooks data.
Refreshing Automations
IMPORTANT: Click the "Refresh All Automations" button only when:
- In the Configuration screen, click Refresh All Automations.
Refreshing Credential Connections
IMPORTANT: Click the "Refresh All Automations" button only when an AccountBridge Customer Support specialist asks you to do it.
- Go to the Configuration screen and click Overwrite Credential Connections.
💼 Recommended Intuit QuickBooks Advisors
The advisors listed below are experienced with AccountBridge and WildApricot, and are certified to support QuickBooks setup and configuration. Get in touch with them to help your organization get ready for AccountBridge implementation.
