Map donations, designations, accounts, and classes

Configure donation categorization after QuickBooks is connected. Recipient items remains the default; Existing QuickBooks item reuses one item for new program donations. See Use an existing QuickBooks Service Item for a program. Deposit accounts control where money lands, service items control revenue lines, and classes control reporting splits.

If QuickBooks is not connected yet, complete Connect Gratona to QuickBooks Online first. For how donations become sales receipts after mapping, see Donations (Sales Receipt).

Open program donation and accounting settings

Mapping is per program. Open QuickBooks from Integrations or Connected Apps, select a program, then use the Donations and Accounting tabs.

1. Open QuickBooks from Integrations or Connected Apps.

2. Under Select a Program, choose the program to configure. Use Programs to return to the list after opening a program.

3. Open the Donations tab for deposit settings in both modes. Additional-gift defaults and designation overrides appear only in Recipient items mode.

4. Open the Accounting tab for classes in both modes. The service item income-account field appears only in Recipient items mode.

Deposit account vs income account

The deposit account controls where QuickBooks records cash; the selected service item’s income account controls revenue. In Recipient items mode, configure the service item income account on the Accounting tab. In Existing QuickBooks item mode, the income-account field is hidden and the chosen item keeps its account in QuickBooks.

Expense, income, and liability accounts are not valid deposit destinations. QuickBooks posts revenue from the income account on the selected service item, not from the deposit account.

Set the sales receipt deposit account

Choose a bank or other current asset account so sales receipts deposit into that account in QuickBooks.

1. On the Donations tab, under Donations to Sales Receipts, open Sales Receipt Deposit Account (Optional).

2. Select a bank or asset account. The placeholder is Select a bank or asset account.

3. Click Save Donation Settings.

Set the service item income account

The following income-account steps apply to Recipient items mode, when Gratona creates or updates service items. For Existing QuickBooks item mode, review the selected item’s income account in QuickBooks instead.

1. On the Accounting tab, under Service Item Accounting, open Service Item Income Account (Optional).

2. Select an income account. The placeholder is Select an income account (optional).

3. Click Save Attachment Settings.

Map recipient gifts and additional designations

For new donations in Existing QuickBooks item mode, the selected program item takes priority over recipient items, the additional-gift default and designation overrides. Changing modes does not recategorize posted receipts; existing receipts retain their original item. The gift-type table below applies to Recipient items mode, where the general additional-gift default does not replace a missing recipient service item.

Configure optional extra checkout gifts in the product under Program Setup before you map them here. See Additional Gifts.

Set the default item for additional gifts

In Recipient items mode, under Donation Items by Campaign or Designation, choose the service item for non-sponsorship designation gifts when no override applies. These controls are hidden in Existing QuickBooks item mode.

1. On the Donations tab, open Default Item for Additional Gifts (Optional).

2. Search and select a QuickBooks service item. The placeholder is Search QuickBooks service items.

3. Click Save Item Settings.

Add designation overrides

In Recipient items mode, use Campaign and Designation Overrides when a specific additional donation designation should post to a different item than the default. In Existing QuickBooks item mode, the selected program item takes priority and these controls are hidden.

1. Under Campaign and Designation Overrides, search a campaign or designation (Search campaigns or designations).

2. Search the QuickBooks item (Search QuickBooks items).

3. Click Add. Both a designation and an item must be selected before Add is available.

4. Click Save Item Settings.

Each override row shows the Designation and the mapped QuickBooks item. Remove a row with the trash control, then save item settings again.

Save deposit changes with Save Donation Settings. In Recipient items mode, save default-item and designation-override changes with Save Item Settings. Switching to an existing program item preserves those saved legacy choices.

Set service item classes

The program’s default class is labeled Service Item Class (Optional) in Recipient items mode and Default Donation Class (Optional) in Existing QuickBooks item mode. Both apply to donation sales receipt lines when no entity-specific class overrides them; recipient mode also uses the class on service items Gratona creates.

1. On the Accounting tab, open Service Item Class (Optional) under Service Item Accounting in recipient mode, or Default Donation Class (Optional) under Donation Classes in shared mode.

2. Select a class. The placeholder is Select a class (optional).

3. Click Save Attachment Settings.

QuickBooks must have class tracking enabled for classes to be accepted on transactions or items.

For campaign programs, when an entity has its own class mapping, that entity class overrides the program default. Entities without a specific class still use the default class selected above.

What must resolve before a sales receipt is created

A donation creates a QuickBooks sales receipt only when both a customer and an item resolve.

• Customer — the donor must link to a valid QuickBooks customer, or the donor email must identify exactly one QuickBooks customer. Multiple email matches require review. See Adding Donors (Customers).

• Item — in Existing QuickBooks item mode, new donations use the selected active Service Item. In Recipient items mode, resolve the item through the recipient or applicable additional-gift default or designation override. See Recipients (Service item) and Donations (Sales Receipt).

If either side is missing, Gratona does not create the sales receipt for that donation.

Object quick reference

The table below describes Recipient items mode. Existing QuickBooks item mode keeps donors linked to Customers and donations linked to Sales Receipts, while reusing one program item instead of creating an item for each recipient.

For the full object model overview, see QuickBooks Online integration overview. If a sales receipt does not appear after mapping, see Troubleshoot QuickBooks synchronization.