Keeping your Member Splash records aligned with QuickBooks Online (QBO) ensures accurate financial tracking, clean reporting, and smooth audits. This guide combines the features of Batch Reporting, the QuickBooks export process, and a proven monthly reconciliation workflow used by experienced financial managers.
Recommended Tools & Setup
QuickBooks Online (QBO) Service Items
Set up service items in QBO for each fee you collect (e.g., membership dues, guest passes, rentals).
Distinguish between taxable and non-taxable items to ensure accurate sales tax reporting.
We recommend you avoid setting up or tracking individual members in QBO. QuickBooks should be used for accounting-level detail, not member-level records. All granular member activity, purchase history, and account balances are already captured in Member Splash and can be exported when needed. This prevents clutter in QBO and keeps reconciliation simpler.
Member Splash Batch Reports
Use the Batch Reporting feature to group payment activity by time period, transaction type, or payment method.
This allows you to create summarized reports that align with your accounting periods.
Preferred Payments/eCrypt Holding Account in QBO
Create a holding account in QBO for your payment processor (Preferred Payments/eCrypt).
This will temporarily hold revenue until deposits appear in your operating account.
Suggested Reconciliation Frequency
This process can be done daily, weekly, or monthly, but many clubs find monthly reconciliation ideal.
Reasons to choose monthly:
Reduces administrative workload.
Matches standard bank statement cycles.
Simplifies tax and reporting processes.
Monthly Reconciliation Workflow
Step 1 – Run Your Member Splash Sales Summary
Navigate to Reports > Sales Summary in Member Splash.
Filter by your desired period (usually the full calendar month).
Focus on transaction counts by type (not just dollar amounts).
Step 2 – Create a Sales Receipt in QBO
In QBO, create a Sales Receipt for the month.
Enter the quantity per transaction type based on your Sales Summary.
Let QBO calculate the total revenue and sales tax owed.
Post this to your Preferred Payments/eCrypt holding account in QBO.
Step 3 – Verify Bank Deposits
Compare your bank deposits with your payment processor’s (PP/eCrypt) transfer totals.
These should match the amounts moved from the holding account to your operating account.
Step 4 – Reconcile the Holding Account
Match the holding account balance against the Preferred Payments/eCrypt monthly statement.
Any difference at month-end is usually due to:
Sales from the last few days of the month not yet deposited.
Refunds issued but not processed by month-end.
ACH transactions still clearing.
Investigate and resolve any unexplained differences.
Step 5 – Reconcile the Operating Account
Reconcile your main operating bank account in QBO.
A zero difference confirms that all transactions have been posted and captured accurately.
Common Pitfalls & How to Avoid Them
Missing QBO Items – If a new product is added in Member Splash but not in QBO, revenue and tax calculations will be off. Always mirror product setup in both systems.
Pending Transactions – Remember that the Payment screen in Member Splash only shows completed payments, not pending ones.
Overcomplication – Stick to a process you’re comfortable with. If your historical process works and keeps your books accurate, adapt Member Splash to fit it rather than overhauling everything.
Member-Level Tracking in QBO – Resist the temptation to add individual members to QuickBooks. This adds unnecessary complexity and duplicates information already stored in Member Splash.
Researching Transactions
Download transaction details from Member Splash by member and transaction type. This detailed dataset can help answer any questions or resolve discrepancies during reconciliation.
Key Takeaways
Use Batch Reporting to summarize data for accounting.
Maintain identical product/service item setups in QBO and Member Splash.
Keep member-level records in Member Splash, not QuickBooks.
Reconcile holding accounts first, then operating accounts.
Investigate small variances immediately to prevent compounding errors.
Transitioning Away from Member-Level Tracking in QuickBooks
For accounting purposes, it’s best not to track each individual member in QuickBooks. QuickBooks works best for summarized transactions, while Member Splash stores the detailed member-level information. If you’ve been tracking granular data in QuickBooks, the easiest time to transition is at the end of your swim season. Since most clubs have no transactions in the offseason, you can make the change before the next season begins without overlap.
To transition smoothly:
Choose a cutover date at season’s end.
Keep historical granular data in QuickBooks for reference; use Member Splash for future detail.
Align QuickBooks service items with your Member Splash Batch Report categories.
Run both methods in parallel for the first month of the next season to confirm totals match, then stop entering member-level detail in QuickBooks.