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RegFox to Quickbooks Online (Zapier)
RegFox to Quickbooks Online (Zapier)
Hannah avatar
Written by Hannah
Updated over 3 years ago

Welcome to a review of setting up a connection between Regfox and Quickbooks Online using Zapier. Automatically sending information from RegFox to Quickbooks Online creates a system to help you save time and scale your business.

To get started you will need:

1. Regfox account with a completed and published page.

2. Quickbooks Online account.

3. Zapier account with both RegFox and Quickbooks Online connected.

If you need to connect your Regfox or Quickbooks Online account, you can start by clicking on the My Apps option on the left.

Zapier map, clicking on my apps

Let’s start with creating a Zap.

1. On the left side click on the big 'Create A Zap' button.

2. On the trigger/app event menu, type in RegFox into the Search Bar and select the option.
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3. Trigger Event: RegFox has 4 trigger events, new order, new registrant, new donation, and New Deposit Payment.

- New Order: Lists only the available financial information such as billing details, transaction reference, order number, and check-out total.
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- New Registrant: Lists registration page information that is on the published page. Billing information is available.
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- New Donation: Will list donation information fields, donation amount, date, were fees covered, how much were the fees, is it a recurring donation, and the recurring date. Registration information and billing are also included.
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- New Deposit Payment: Will list deposit payment amount, deposit process date, next processing date, deposit email, deposit ID, deposit payments left, deposit schedule. Registration and billing information is also available.
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4. Next we will choose the account. If you already have your linked RegFox page it will be in the drop-down menu to choose from. If you need to add a new account that can be done by clicking on the 'Manage Connected Accounts' just above the drop-down menu.
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5. Set Up Trigger. Choose campaigns will give you an active list of your pages in your RegFox account. If you do not see the campaign double-check that the page is published. If it is click the 'Refresh Fields' button just below the drop-down menu.
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6. Test Trigger: The Test Trigger will not list all the fields that are available to Field Map. Wait until you are choosing your Actions to view all available data fields to map to MailChimp.
​**This Test will not pull in real data, you can skip this step. If you do test the trigger the system will show pre-filled information.**

Creating the Action within QuickBooks Online

  1. Choose your App (Quickbooks Online) and the action event. There are so many options, you can go to the following link for more information.
    ​https://zapier.com/apps/quickbooks/integrations
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  2. Choose which software your RegFox data will be sent to under the Choose App & Event.

  3. The Acton Event will be the task that is performed. These are unique to each software platform.

  4. Set Up Action is where your creativity can be put on display. The title sections you are seeing are from MailChimp and not all of them have to be filled out.
    - When you click in the search section you are selecting the RegFox field that will be the data point to match to MailChimp.
    - Pro Tip: You can click into the search bar and type in the name of the field you are looking for.

  5. Once you have everything filled out, click Continue.

  6. Test data will be sent over to your account to confirm the connection.

  7. Depending on what Zapier plan you are on, data can take as long as 15 minutes to send or as little as 1 minute.
    ​Pro Tip: While the Free plan will work for small events, keep in mind that 100 tasks per month are the limit. If you plan on having more than 100 registrants a month, the Starter Plan will be necessary.
    - Zapier Plans Link

  8. You are now all finished once you confirm the test data was sent over. Great work!
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    FAQ

  1. Currently, Regfox can only send the billing address through Zapier. If you are wanting to gather the registrant address you will need to do a manual upload from a Regfox registration export.
    - RegFox Exporting Link
    - QuickBooks Online Upload Link
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    2. I can't find my RegFox account when trying to link it to Zapier?

    - Add the email you signed up with Zapier as a user to your RegFox Account.

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