QuickBooks Online integration overview
Updated 2 days ago
Gratona connects to QuickBooks Online so donors, recipients, and donations can sync as Customers, Service Items, and Sales Receipts. Use this overview to understand what maps, which way data moves, and what the integration does not reconcile before you connect.
QuickBooks Online vs Desktop
Gratona integrates with QuickBooks Online. QuickBooks Desktop is not supported. Optional features such as class tracking depend on the capabilities and settings available in your QuickBooks company.
What records synchronize
Donors map to Customers and donations map to Sales Receipts. The recipient and additional-gift rows below describe Recipient items, the default Item workflow. A program can instead use Existing QuickBooks item, which sends new gift lines associated with that program to one selected Service Item, including recipient, campaign and additional gifts. Classes and deposit accounts remain separate. See Use an existing QuickBooks Service Item for a program.
Gratona | QuickBooks Online |
|---|---|
Donor | Customer |
Recipient / program entity | Service Item |
Donation | Sales Receipt |
Additional-gift designation | Default or designation-specific Service Item |
Program accounting | Income account, deposit account, optional class |
Sync type (per program) | Gratona -> QBO, QBO -> Gratona, or Two way |
Object-level detail lives in Adding Donors (Customers), Recipients (Service item), and Donations (Sales Receipt). Currency alignment is covered in Synchronized Currency.
Sync direction
Sync direction is set per program. The options are Gratona -> QBO, QBO -> Gratona, and Two way. The default is Two way.
Sales receipts, not pledges or invoices
Eligible donations create Sales Receipts. Successful refunds can create separate Refund Receipts when the connected company and original sales receipt resolve; otherwise the refund requires review. The original sales receipt is not rewritten by that refund. The integration does not create pledges or invoices in QuickBooks Online.
That matters for finance teams who expect undeposited funds or accounts receivable from pledges: Gratona posts donation amounts as Sales Receipts, not as open AR from pledges or invoices.
What the integration does and does not do
The integration creates and updates mapped QuickBooks Online records from ongoing Gratona activity within the limits below.
What it does
Creates and updates Sales Receipts from Gratona donations using the donation amount
Maps donors to Customers. In Recipient items mode, recipients synchronize with individual Service Items and additional gifts use their configured Item settings. In Existing QuickBooks item mode, new gift lines use the selected program Item; Item changes do not create, edit or archive recipients in that program.
Supports an optional deposit account of type Bank or Other Current Asset
In Recipient items mode, a saved income-account choice must be an active Income or Other Income account; when blank, Gratona can use a valid active Income-account fallback. In Existing QuickBooks item mode, the selected Service Item keeps its income account configured in QuickBooks.
Supports an optional class when class tracking is enabled in QuickBooks
What it does not do
Does not create ordinary Sales Receipts for non-positive or refunded gifts. Refunds are reviewed separately and may post a Refund Receipt linked to the original receipt
Does not automatically backfill records created before you connect; only create and update events after the integration is active. Older records can be brought in with a manual historical sync you review and approve; see Run a historical QuickBooks sync
Stripe payout reconciliation
The QuickBooks Manage drawer in Connected Apps includes Stripe payout reconciliation. It reconciles a paid, standard, automatic Stripe bank payout to one QuickBooks Deposit that covers the settlement, processor fees, and disputes. Manual, instant, adjusted, or imbalanced payouts are held for review instead of posting.
Choose the Stripe clearing account, bank deposit account, processor-fee expense account, dispute expense account, and donor fee-recovery service item, then enter a Stripe payout ID and click Preview. Preview performs no write to QuickBooks. Reconcile & post posts the Deposit only when the payout evidence is ready and everything reconciles exactly; otherwise the payout stays in Needs review.
Where to configure
Open your account menu, then Organization settings > Connected apps, and select Manage on the QuickBooks card. Mapping is organized into the Customer, Service Item, Donations, and Accounting tabs. This drawer also hosts Historical QuickBooks sync and Stripe payout reconciliation. Program mapping and authorization are also available from the QuickBooks card under Organization settings > Integrations; that drawer does not include historical sync or payout reconciliation. For backfilling older records, see Run a historical QuickBooks sync.
For connection and program setup, see Connect Gratona to QuickBooks Online. For deposit accounts, designations, and classes, see Map donations, designations, accounts, and classes. For common failures, see Troubleshoot QuickBooks synchronization.