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Wodify’s QuickBooks integration lets you map your own chart of accounts so your sales, sales tax, processing fees, and cost of goods sold are tracked correctly in QuickBooks (Desktop or Online).

Pre-requisite Pro-Tip

You’ll need an Admin role in Wodify and an active QuickBooks integration (Online or Desktop) to make these changes.

Pro-Tip: If you plan to replace Wodify’s default account names with your own, create the matching Account Types in QuickBooks first — the QuickBooks Account Types must match the types Wodify expects (see the Default Chart of Accounts table below). Also, if you’re a multi-location business and want different account names per location, use the Overwrite option on the integration screen.

Step-By-Step How To Configure Which Accounts Appear in Quickbooks

1. Sign in to Wodify Admin.

2. Go to Financial > Settings.

3. Select Integrations.

4. Find QuickBooks and click Edit next to the QuickBooks integration.

5. Click into any default account name and type your preferred account name.

6. Click Save.

Note: If you are a multi-location business and need unique account names per location, select Overwrite on the right side of the QuickBooks integration screen and then edit the account names for that location.

Default Chart of Accounts (Wodify → QuickBooks Account Type)

Note: When replacing default account names, ensure the QuickBooks Account Type of your destination account matches the type above (for example, put your sales account in QuickBooks as an Income account). Mismatched account types will cause errors on export/sync.

Step-By-Step How To Map Revenue Categories

1. In Wodify Admin go to Financial > Settings > Revenue Categories.

2. Click any existing label (for example Drop-in) to edit the mapping, or click + New Revenue Category to create a custom category (for example: Unlimited Membership).

3. In the category editor, enter the Accounting Chart Account you want this revenue category to map to in QuickBooks.

4. Click Save.

QuickBooks behavior:

• QuickBooks Online — Your next automatic sync will reflect any mapping changes.

• QuickBooks Desktop — After mapping, export a paid payout from Wodify Payments → Payouts and import the generated IIF file into QuickBooks Desktop.

Tip: Using a colon (:) in the account name creates a sub-account on the export file.

• Example: Wodify: Fees → exports as a parent account Wodify with a sub-account Fees.
  To add/remove a sub-account, add/remove the colon in the Wodify account name.

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FAQs

Why am I getting account type errors when I replace a default account name? QuickBooks requires the destination account to be the same Account Type Wodify expects (Bank, Income, Other Current Liability, Cost of Goods Sold). Create or change the QuickBooks account’s Account Type to match before mapping in Wodify.

How do I set different account names for each location? On the QuickBooks integration screen in Wodify, choose Overwrite for the location you want to customize. Then edit the account names for that location and Save.

How do I create sub-accounts on export? Put a colon (:) in the Wodify account name (for example, Wodify: Fees). The colon tells the export to create a parent/sub-account structure in the IIF or Online mapping. Remove the colon to stop creating a sub-account.

What’s the difference between QuickBooks Online and QuickBooks Desktop behavior after I change mappings? QuickBooks Online will update on the next automatic sync. For QuickBooks Desktop, you must export a paid payout from Wodify Payments → Payouts and import the resulting IIF file into QuickBooks Desktop.