Donations (Sales Receipt)

Eligible positive donations can create QuickBooks Online sales receipts when the program permits outbound sync, the payment is settled or otherwise qualifies as a completed gift, a customer and service item resolve, and the donation currency matches the QuickBooks home currency and linked customer. Pending or failed payments do not post as completed gifts.

The sales receipt uses the linked Customer and the Service Item for the gift, with the donation amount on its gift line. A donor-covered processing fee can appear as a separate line when its required fee-recovery Item is configured.

In Recipient items mode, existing recipient Service Items take priority. A campaign or entity override can supply an Item when no existing recipient Item resolves; the general additional-gift default applies to standalone designation gifts. In Existing QuickBooks item mode, the selected program Service Item takes priority for new recipient, campaign and additional-gift lines associated with that program. The fee-recovery line remains separate. See Map donations, designations, accounts, and classes and Use an existing QuickBooks Service Item for a program.

Changing Item modes does not migrate posted receipts. Existing receipts retain their Item, and some later accounting changes require review. A previously unlinked QuickBooks receipt cannot identify a recipient from a shared Item alone and needs review.

Non-positive donations are skipped. Refunded donations require reconciliation and may create a QuickBooks RefundReceipt when the original sales receipt exists.

Data created before the integration is not synced automatically. Use Historical QuickBooks sync to create a preview that saves a Gratona plan without creating or updating QuickBooks records, then review and approve the frozen plan. Reconcile donations already entered independently in QuickBooks before approval: Customer links alone do not identify existing receipts, and separately entered receipts are not guaranteed to be detected as duplicates.

Connect and validate with a controlled first sync in Connect Gratona to QuickBooks Online. For the full object model, see QuickBooks Online integration overview.

If a donation does not create a sales receipt, see Troubleshoot QuickBooks synchronization.