QuickBooks

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Overview

The Whop × QuickBooks integration connects your QuickBooks Online account with Whop and keeps the two in sync automatically. It works in both directions:

1. Sell on Whop → sync to QuickBooks. Whop records payments as SalesReceipts and reconciles payouts with your bank. No manual data entry.
2. Invoice from QuickBooks → pay through Whop. The integration adds a Whop payment option to each invoice so customers can pay online. It marks the invoice Paid when they pay.

Refunds, recurring subscriptions, withdrawals, and processing fees all sync between the two systems automatically.

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What this integration does

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Before you begin

• An active Whop account where you sell your products or services
• An active QuickBooks Online account (any plan — sandbox accounts work too)
• Admin access to both accounts

Estimated setup time: 5–10 minutes.

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Step 1: Install the app from Whop

Select the Install the Whop app for QuickBooks button at the top of this page, or search for “QuickBooks Sync” in the Whop App Marketplace. Select Install. The app then appears in your Whop dashboard under the Apps section.

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Step 2: Connect your QuickBooks account

Open the app and select Connection in the left sidebar. You have two options:

• Connect (Sandbox) — for testing with a QuickBooks sandbox account
• Connect (Production) — for your live QuickBooks account

Select the button for your environment. Intuit opens a page where you can log in, select your company, and authorize the connection.

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Step 3: Configure your account mapping

Select Accounts in the sidebar and configure:

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Step 4: Import historical data (optional)

If you have existing data in QuickBooks from before connecting, select Backfill in the sidebar. Four operations are available:

• Users to Customers — imports Whop members as QuickBooks customers (matches by email)
• Items / Products — sync items between QuickBooks and Whop in either direction
• Unpaid Invoices — creates Whop payment links for existing unpaid invoices
• Paid Invoice Matching — matches existing paid invoices to Whop payments for reconciliation

Each backfill is idempotent — safe to re-run. Entities already mapped get skipped.

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Sync modes

The integration supports three sync modes. Switch anytime from the dashboard — the change is forward-only.

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All sales (recommended)

Records every Whop sale individually in QuickBooks. Direct sales create a SalesReceipt depositing to a Whop Clearing account. Payments on QuickBooks Online invoices create a Payment record. Withdrawals drain the clearing account through a multi-line Bank Deposit.

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Withdrawals only

QuickBooks records only Whop payouts. It doesn’t record individual sales. This mode works best for sellers who don’t use QuickBooks Online invoices and only want to track payouts.

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Invoicing only

QuickBooks doesn’t record Whop payments, refunds, or withdrawals in this mode. QuickBooks Online → Whop flows still work, including invoice link embedding, recurring templates, product sync, and refunds.

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What happens next

Once connected and configured, the integration syncs automatically:

• New QuickBooks Online invoice → The integration generates and embeds a Whop payment link within about 1 minute
• Customer pays → The integration creates a QuickBooks Payment record and marks the invoice Paid
• Refund in QuickBooks Online → QuickBooks sends the refund through Whop automatically
• Recurring Transaction → Creates a Whop recurring plan. Future payments sync back
• Whop payout → Creates a multi-line Bank Deposit in QuickBooks Online for the gross amount minus fees

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Monitoring sync activity

The Sync History page shows every event processed — filter by status (completed, failed, pending). The Errors page shows failed events with retry status. The integration retries failed operations up to 5 times with exponential backoff.

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Frequently asked questions

Whop payments without QuickBooks invoices Use All Sales sync mode, which is the default. The integration records every Whop payment as a SalesReceipt. Existing QuickBooks Payments setup While connected, the integration routes new invoices through Whop instead of QuickBooks Payments. It leaves existing open invoices unchanged. Use the unpaid invoice backfill to convert them. Testing with a QuickBooks sandbox account Select Connect (Sandbox) on the Connection page. Disconnecting QuickBooks Go to the Connection page and select Disconnect QuickBooks. Your sync history and mappings remain available if you reconnect later.