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AccountBridge™ Knowledge Base
Navigate through our comprehensive articles to maximize your AccountBridge™ experience. Find detailed instructions and best practices for integrating and managing your financial and membership data.
Engage expert advisors to help setup QuickBooks to be ready for AccountBridge™ integration.
Learn how to securely connect your WildApricot membership management system to AccountBridge™ for automated invoice syncing.
Learn how to securely connect your QuickBooks Online account to AccountBridge™, ensuring accurate and up-to-date financial records.
Learn how to confirm your AccountBridge™ sysytem credentials for secure access and operation.
A "happy path" walkthrough AccountBridge™ for new customers
How to refresh AccountBridge™ to reflect configuration changes
How to refresh AccountBridge™ automations to the latest version
Dealing with duplication of imports
Take care during testing, as it is possible to import the same invoice, donation or payment more than once. Here are some workarounds.
Mapping WildApricot Customers to Existing QuickBooks Online Customers
Mapping customers between WildApricot and QuickBooks to ensure existing customers are attached to transactions.
Mapping Events to QuickBooks
Event tags can also be used to route certain event invoices into a separate QuickBooks account, product and class.
Mapping Membership Dues to QuickBooks
Membership applications, Membership renewals can be mapped to accounts, products and classes in QuickBooks.
Mapping Extra Charges
Event and Membership Extra Charges can be mapped to separate QuickBooks accounts and classes.
Mapping Donations to Payment Receipts
Donations can be mapped to QuickBooks payment receipts.
Mapping Online Store Purchases to QuickBooks
Online store purchases can be mapped to separate QuickBooks accounts and classes. Store tags can be used to subcategorize store purchases into accounts and classes in QuickBooks.
Setting up sales tax integration
Sales taxes added to WildApricot invoices and integrated into QuickBooks Online to enable easy tax reporting for multiple jurisdictions.
Using QuickBooks Products and Classes with WildApricot
What are products and classes in QuickBooks? How are sub-classes supported?
Notifications from AccountBridge™
Description of Notifications that are sent by AccountBridge™
Error notifications
Description of error notifications
Dealing with Refunds in AccountBridge™
How refunds on invoices are handled
Voided Invoice Issues
How voided invoices are handled
Subscribing to AccountBridge™
When is the right time to subscribe to premium AccountBridge™ features?
Migrating to QuickBooks Online
What are the best practices when adopting or migrating to QuickBooks Online?
AccountBridge™ Updates
Visit the Updates page for news on AccountBridge™.
Authorizing WildApricot with AccountBridge
  1. In your WildApricot Admin view, select Apps from the sidebar menu.
  1. Select Authorized applications.
  1. Click the Authorize application button at the top of the screen.
  1. In Application authorization, select Server application and click Continue.
  1. 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.
Go to your email that is sent by Make.com after you've created your AccountBridge account, register to Make and start the credential process.
Paste or enter the WildApricot API key into the window that pops up.

Authorizing QuickBooks with AccountBridge
From the credential request screen in Make, click the Authorize button next to QuickBooks request.
Create a QuickBooks connection type. Do not use the Legacy connection type.
Login with your QuickBooks Online administrative account. If you are not logged in to QuickBooks you may have to log in with your QuickBooks Online administrative account.
You may need to turn off any browser popup blockers to ensure the following screens appear.
Successful AccountBridge Credentials
You should see Authorized next to each credential request before continuing the rest of AccountBridge setup. In AccountBridge you should also see connected next to each platform in the Confirm Connections step.


AccountBridge™ Walkthrough for New Customers
This is the full step-by-step flow for setting up AccountBridge from scratch. Each step must be completed in order.
Step 0 - Confirm Prerequisites Before Configuration
  • Switch your QuickBooks Online organization to accrual accounting. WildApricot is an accrual financial system, and your QuickBooks Online accounting method must match. AccountBridge™ does not support cash accounting method.
  • Setup (or identify) a general Account-Receivable account
  • Setup a "default" account and product for invoices and transactions that are not mapped
  • Setup a manual invoice account and product (eg Uncategorized income)
  • Identify or create accounts and products for the various revenue sources (eg membership, events etc)
  • Optionally identify or create QuickBooks classes should you choose to use them. They can be added at a later time as well.
  • Ensure other payment gateways or service are not automatically or manually adding data into your QuickBooks account. This may cause conflicts and incorrect or duplicate entries.
Step 1 — Introduction
  • Page: Introduction
  • What you do: Expand each Step and read an introduction of how AccountBridge™ is setup., then click the Next button.

Step 2 — Create Connections
  • Page: Create Connections
  • What you do:
  1. An email with a credential request is sent automatically to your registered email address. You can click "Resend Invitation" in case you wish to resend the invite.
  1. Open the email from Make.com and login or register with the same email address to authorize connections to WildApricot and QuickBooks Online.
  1. Once successful connections are made, the credential requests screen will have Authorized under the status column.
  1. All AccountBridge™ connection status indicators will turn green under the Confirm Connections screen.

  1. Click "Retrieve Data & Continue" button
NOTE: The "Retrieve Data & Continue" buttons retrieves all necessary WildApricot and QuickBooks configuration data into AccountBridge™. The AccountBridge™ configuration step by step process depends on this data being successfully loaded.
If you're having an issue, you can come back to this page and click "Retrieve Data & Continue" again to attempt to load all configuration data again.
Step 3 — General Information
  • Page: General Information
  • What you do: Select your WildApricot Account, Configure your QuickBooks Online version and configure where AccountBridge™ notification and sync process emails will be sent.
  • Data source: Cached WildApricot accounts (loaded in Step 2)

AccountBridge™ will send notification emails to one or more email addresses configured under Notification emails. You can specify the "from:" email address as well as a list of one or more "to:" email addresses to receive progress notifications as well as any error messages.
Step 4 — Customer Information
  • Page: Customer Information
  • What you do: Map WildApricot contact fields to QuickBooks customer fields
  • Data source: Cached WildApricot contact and membership fields

AccountBridge™ can sync customer data from each WildApricot invoice into QuickBooks. Any existing QuickBooks customer data that has a matching email address will be updated during the synchronization process.

AI Tip: Click on "Map with AI" button to automatically map the recommended fields from your WildApricot database to QuickBooks Online. You can override each recommendation.
Step 5 — Invoice Configuration
  • Page: Invoice Configuration
  • What you do: Configure how WildApricot invoices map to QuickBooks invoices — membership levels, events, store products, extra charge fields
  • Data source: WildApricot membership levels, event invoices, online store invoices, extra charges on event invoices, QuickBooks items, accounts receivable accounts and classes
  • Note: This step has a "Refresh Fields" button for WildApricot extra charge fields. Click on this button to load the available WildApricot extra charge fields from your invoices that can be mapped to specific accounts/products and classes.

This is the heart of AccountBridge™. On the invoice configuration screen you can configure:
  • Which Account Receivable account you would like to use
  • Whether you would like to attach QuickBooks classes to invoices
  • By default which QuickBooks product (and account) will receive membership invoices. QuickBooks classes, if activated, can be selected here as well.
  • Map specific membership levels into specific QuickBooks products/accounts and classes.

    AI Tip: Click "Map with AI" to try to automatically map based on the known membership level names and existing products and classes.
  • By default which QuickBooks product (and account) will receive event invoices. QuickBooks classes, if activated, can be selected here as well.
  • WildApricot event tags enables more granular categorization of event revenue into QuickBooks products and classes. New event tags can be reloaded from the Configuration tab from the AccountBridge™ dashboard.
Step 6 — Payment Configuration
  • Page: Payment Configuration
  • What you do: Map the default payment deposit account and how WildApricot payment tenders map to QuickBooks payment methods
  • Data source: Cached WildApricot payment types + cached QuickBooks payment methods, bank accounts

  • Select from a list of QuickBooks deposit accounts to map how payments from WildApricot will be recorded.
  • Select from a list WildApricot payment tender types that will be mapped to the related QuickBooks tender.

    AI Tip: Click "Map with AI" to automatically map based on the known tender names in both systems.


Step 7 — Donation Configuration
  • Page: Donation Configuration
  • What you do: Configure how WildApricot donations map to QuickBooks products and classes
  • Data source: Cached WildApricot donation fields + cached QuickBooks items, classes, bank accounts

Note: If you do not use donations you can skip this step.
  • Select the donation campaign name and comment field from WildApricot to attach to each donation payment record in QuickBooks
  • Identify the default deposit account and product for donations.
  • You can map specific WildApricot donation campaigns into separate QuickBooks deposit accounts, products and classes.
Step 8 — Sales Tax Configuration
  • Page: Sales Tax Configuration
  • What you do: Map QuickBooks tax codes, tax rates and WildApricot tax names
  • Data source: QuickBooks tax codes
  • Enable sales tax mapping
  • Use the Add Mapping Row link to map QuickBooks tax codes to the relevant tax rates and WildApricot tax names.

Step 9 — Scheduling
  • Page: Job Scheduling
  • What you do: Set the schedule for when the AccountBridge™ automation will run

  • Schedule how often invoices will be synchronized. Daily, Weekly, Biweekly and Monthly schedules are available.
  • By default the schedules are run just after midnight in timezone of your WildApricot account.
  • As this is a premium feature of, this page is available once a subscription to AccountBridge™ has been added to your account.
Step 10 — Review and Clone
  • Page: Review and Clone
  • What you do:
  1. Review all your AccountBridge™ configurations
  1. Click "Automate Workflows"
  1. The automations are created and configured with your selected configuration.
    Once the green success banner is shown your automations are scheduled to run.
You can review and confirm your configurations on this screen. You can also navigate to any of the previous steps to make changes to configurations.
The Automate Workflows link is under all the sections.

Step 11 — Run Automations
  • Page: Run Automations
  • What you do:
  1. Review a list of all automations
  1. Click "Run Now" to test each automation
  1. Each automation runs and shows completion status
  1. All automations must show Completed before you can proceed
The "Run Now" button has been clicked and all scenarios show Completed status.

Step 12 — Test Automations
  • Page: Test Scenarios
  • What you do:
  1. Enter a start and end date to run historical synchronization on invoice, payment and donation data from the past.
  1. Click "Apply" for each document type (Invoices, Donations, Payments)
  1. Review the data that was selected for synchronization from WildApricot
  1. Click "Simulate" to test the automations
This page fetches invoice, payment and donations data from WildApricot.
  • Tip: Select the same invoice and payment date to see how payments received within the same period as invoice was generated are applied in QuickBooks.
  • Click "Simulate Automation" button under each section to run the automation for the selected date range.
  • Emails will be sent with the status of each automation to the emails configured in Step 3 - General Information.

Refreshing WildApricot and QuickBooks Configurations
If you've made changes to your WildApricot or QuickBooks configuration while using AccountBridge™, a data refresh is required to sync those changes. Common examples include adding a WildApricot membership level, event, or online store tag, or adding a new QuickBooks account, product, or class.
To refresh, navigate to the Configuration screen and use the Data Refresh buttons to update your WildApricot and QuickBooks data.
Refreshing Automations
Occasionally, AccountBridge™ will release updates that require your automations to be refreshed to the latest version. When this happens, you'll be notified directly on the AccountBridge™ Home screen. To update, navigate to the Configuration screen and click the Refresh All Automations button. This action is only necessary during major updates and should only be performed when prompted.

Recommended Intuit QuickBooks Advisors
The advisors below have knowledge of AccountBridge™, WildApricot and have been certified to support QuickBooks setup and configuration. Get in touch with them to help your organization get ready for AccountBridge™ implementation.