Clubspot maintains a full featured Chart of Accounts within your Reporting section. This Chart of Accounts is credited/debited in real time as sales are made, and other important accounting events like invoice generation, take place.
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By default, Clubspot automatically generates a handful of default accounts for your club. After importing your accounts you can replace these accounts with the accounts from your COA.
There are three ways to import your chart of accounts into Clubspot:
1) Import from Quickbooks Online (preferred)
When you connect your Quickbooks Online account in the Clubspot dashboard, Clubspot will automatically import your chart of accounts directly from Quickbooks.
2) Import via IIF file
If you are using Quickbooks Desktop, and are not moving to online, we will ask you for an IIF file of your Chart of Accounts. This can be downloaded from QBD by navigating to “File” > “Utilities” > “Export” > “List to IIF Files” and then selecting the checkmark for “Chart of Accounts”.
Once the file has downloaded, please email it to us at [email protected] and we will import the data into your Clubspot account.
NOTE: You may not be able to open this IIF file (without using a text editor like Notepad) but this is not an issue.
3**) Import via CSV upload (only when not integrating with Quickbooks online or Desktop)**
If you do not use Quickbooks at all, but would still like your CoA in Clubspot, we can import your chart of accounts with a CSV upload. Please email [email protected] for assistance with this import.
To ensure that your chart of account accurately reflects the sales taking place in Clubspot you need to perform account mapping. Mapping can take place at several levels, ranging from the most granular product level to the most general default level.
Adding or deleting accounts in Quickbooks or Clubspot will not automatically force a change in the other system. If you want to add a new account you have to confirm that change in both systems. Always start by creating the account in quickbooks. Once created you can set up that new account in Clubspot.
In Clubspot from Reporting and Chart of Accounts, select + Account in the top right. Select the new account from the Mapped QB Account field (that will pull from your quickbooks account in real time).
<aside> 🔰 You may need to give quickbooks 30 seconds or so to alter Clubspot that the new accounts was created before it appears in the mapped QB accounts dropdown. Refreshing the page in Clubspot can also help to pull up very newly created accounts.
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In Clubspot from Reporting and Chart of Accounts, select + Account in the top right. If the account details are not entered exactly how they are shown in Quickbooks, it will cause the IIF file import to be rejected by Quickbooks. QBD does not support ID or partial matching so this is vital that every single detail match exactly or be rejected by Quickbooks. The account name will take the format of [Header account]:[Sub account], for example:
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