Setting up the integration between Donor Management and QuickBooks Online can be quick and easy - please follow the steps below to ensure that you've completed this setup process.
Enabling the QuickBooks Online Integration
In Donor Management, you can click on the "Settings" tab in the left-hand navigation, and select the option for "Your Organization" from the drop-down menu.
You can then scroll down to the "QuickBooks Online Integration" section, and select the option to enable this feature for your account.
Not seeing the "Settings" tab, or the option to select "Your Organization?" You may not have the correct permissions as an admin to make those changes. Learn more about admin permissions here.
Once you've enabled the integration, you should be able to now see an option for "QuickBooks Online" under the "Settings" tab on the left-hand navigation bar. You'll then be prompted to connect Donor Management and your QuickBooks Online account together to complete the setup process.
Once you've connected the two systems, you'll be asked to set your "sync from date."
The "sync from date" is the farthest date that you'd like Donor Management to pull transactions from that you're considering syncing to QuickBooks Online, and gives you control over which transactions initially appear as "ready to sync" to your QuickBooks Online account.
If you use the "close the books" date in QuickBooks Online, the sync will automatically pull that into this setup process so that no transactions can be synced prior to this date. (If you don't use "close the books," not to worry! You can select your own date instead.
Since it's likely that you've been manually adding transactions into QuickBooks Online before setting up this integration, we recommend setting the "sync from date" to the day after the last transaction that you manually added to QuickBooks.
If so, you should then immediately see transaction that are ready to be synced displayed - and more importantly, you shouldn't see any transactions that are already accounted for in QuickBooks online.
Next, you'll be prompted to select which payment methods you'd like to include in the sync. Donor Management will automatically select the payment method options that are included within Donor Management to sync, but you can exclude certain payment methods if you choose.
Lastly, you'll be asked to "map" certain fields within Donor Management so that they align with what fields are available in QuickBooks Online. You have the ability to map the following into QuickBooks:
donations made to specific campaigns
donations made to specific designations
credit card transaction fees
By mapping these fields over, you have the ability to have them appear under "mapped products," "mapped services," and "mapped classes" in your QuickBooks Online Account.
At minimum, you will need to map over individual donations, organization donations, and ticket purchases during the setup process - you can always adjust those mappings later, if needed.
Once you've set up your mappings, you'll be asked to review your selections and then click "Next" to finish the setup process.
Once it's complete, you can now click on the "View Transactions" to see all of the transactions that are ready to be synced into QuickBooks Online!