What does NinjaHQ send to QuickBooks, and what if a day fails?

After QuickBooks is connected, NinjaHQ sends each finished day (in your gym's time zone) on its own. The QuickBooks page shows every day it checked, newest first, so you can see what went where.

Before you begin

• Connect QuickBooks and choose your accounts: How do I connect QuickBooks Online?.
• Only owners can use this page.

Steps

Read what was sent

1. Open QuickBooks and scroll to What was sent.
2. Open a day. You see each document with the amount per product line, how many payments it adds up, the account it was deposited to, and a status: Sent, Skipped (a day with no payments) or Failed.
3. Press a document's name to open it in QuickBooks.

Send now or fix a failed day

1. If a day failed, a red notice shows QuickBooks' message and a What to do line when NinjaHQ recognizes the problem. Fix it in QuickBooks or in Where the money goes.
2. Press Send now. It sends everything up to yesterday that is not already there.

Try it first with a test

1. When the accounts are chosen, find Test the connection and press Send a test day.
2. NinjaHQ creates four documents numbered NHQ-TEST and marked TEST with made-up amounts. Open them in QuickBooks to check them.
3. Press Remove test documents to delete them.

What you'll see

Each finished day becomes up to five documents, numbered NHQ-YYYYMMDD plus a suffix:

• ON: online sales receipt, payment method Stripe.
• DC, DH, DO: front desk sales paid by card, in cash or another way, each with its own QuickBooks payment method so deposits match.
• RF: refund receipt for that day's refunds.

Lines are grouped by product line (competition registrations, camps and events, memberships, class packs, and parties, merchandise and sales tax if you map them). Only daily totals are sent, never names or emails. The customers on the documents are two placeholders, "NinjaHQ online sales" and "NinjaHQ front desk sales". Days with no money are skipped.

Troubleshooting

A day says Failed. Read the message in the red notice, fix the cause (often an account that was renamed, made inactive or has the wrong type) and press Send now.

The numbers differ from QuickBooks. Stripe fees are not included, and nothing before your website went live or before the Send Days From date is sent. I turned off nightly sending. Then the status shows Off (press Send now). Press Send now each time.