QuickBooks Online FAQs

The following FAQs apply to Kindful Customers who have integrated QuickBooks with their Kindful account.

Linked Articles

- Overview of the QuickBooks Integration

- QuickBooks Online: Getting Started


How do transaction types map?

When data syncs from QuickBooks to Kindful, Kindful currently supports many Payment Methods from QuickBooks. We map QuickBooks "Payment Methods" into Kindful as "Transaction Types". The following Payment Methods are supported:

QuickBooks Payment Method

Kindful Transaction Type

cash

Cash

ca

Cash

check

Check

ck

Check

cheque

Check

paypal

PayPal

pp

PayPal

pay pal

PayPal

visa

Credit

mastercard

Credit

master card

Credit

diners club

Credit

american express

Credit

discover

Credit

mc

Credit

squarespace

Credit

credit

Credit

cc

Credit

credit card

Credit

wepay

Credit

electronic fund transfer

EFT

transfer

EFT

wire transfer

EFT

wt

EFT

achdebit

EFT

eft

EFT

e-check

EFT

payroll deduction

Payroll Deduction

direct deposit

Automatic Withdrawal

shopify

Shopify

stock

Stock

square

Square

 

cash transaction

Cash

cash payment

Cash

check transaction

Check

check payment

Check

cheque transaction

Check

cheque payment

Check

money order

Check

mo

Check

paypal transaction

PayPal

paypal payment

PayPal

pay pal transaction

PayPal

pay pal payment

PayPal

credit payment

Credit

credit transaction

Credit

amex

Credit

google pay

Credit

apple pay

Credit

samsung pay

Credit

amazon pay

Credit

venmo

Credit

debit card

Credit

etransfer

EFT

e transfer

EFT

echeck

EFT

e check

EFT

electronic funds transfer

EFT

ach

EFT

square cash

Square

automatic withdrawal

Automatic Withdrawal

If you use one of these Payment Methods in QuickBooks, it will automatically sync to the corresponding Kindful field. If these types are not used, it will sync over as “Cash”.

Once the integration is connected, the payment type mappings cannot be remapped. It is important to ensure that Payment Methods in QuickBooks are set correctly before connecting the integration. 

When syncing data from Kindful to QuickBooks, if a corresponding Payment Method does not exist in QuickBooks, Kindful will create one for some of our Transaction Types.

Kindful Transaction Type

QuickBooks Payment Method

One Time Transaction

Credit

Recurring Transaction

Credit

Paypal

Paypal

Shopify

Shopify

Stock

Stock

Square

Square


Please note that some Transaction Types are not included on this list.

Credit, Cash, and Check can will sync; however, they need to manually be created as payment methods in QuickBooks prior to connecting the integration.

With this set prior to connecting the integration, as long as the Payment Methods in QuickBooks are strictly the word “Credit”, “Cash”, or “Check”, it will sync without needing custom mappings.


How do I create a new Designation?

To create a new Designation in Kindful, you actually need to create an Product/Service in QuickBooks. During the sync process, any new QuickBooks Product/Services will be imported into Kindful as Designations. Please note that Product/Service is sometimes called "Item" in QuickBooks.


Why are Campaign names in Kindful different than their corresponding Classes in QB?

Since Campaign names in Kindful can be public-facing (visible to donors), and Classes are an internal (accounting) concept in QuickBooks, you might want to name them differently.
 
If the short name field is empty in Kindful we will take the campaign name and use that when syncing to QuickBooks and also copy it to the short name.
 
Also, short name is used in some Kindful Reports as they display better thus the character limit. If you are on QuickBooks online there is an extra 99 character limit and if you're on QuickBooks desktop that limit is 28 characters.
Kindful will display the associated QuickBooks Class that is in connection with your Kindful Campaign on the right-hand side of the Campaign Edit page in Kindful. 
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Please note, if you don't want the QuickBooks-Kindful integration to keep your Classes and Campaigns "in sync", then we can turn that off for you. This can be turned off even if you are already using the QuickBooks-Kindful integration. If you'd like to do this, Please contact support.

Can we have more than one Designation per Fund?

In Kindful, each Fund has only one default Designation. However, you can also set a default Designation on each Campaign, and you can set a Designation on a transaction directly (for ultimate flexibility in designating your transactions.) 


How do I create a new Fund?

To create a new Fund in Kindful, you actually need to create an Income Account in QuickBooks. During the sync process, any new QuickBooks Income Account will be imported into Kindful as Funds.


What happens if I use Income Sub Accounts in QuickBooks?

If you are using Income sub account in QuickBooks, they will be imported into Kindful at the same level as Income Accounts. The Kindful-QuickBooks integration does not support a hierarchy of Funds/Income Accounts. Your Income Accounts and Income Sub Accounts would all appear in Kindful as a "flat list".


Funds that I created in Kindful are not syncing into QuickBooks.

After you connect Kindful and QuickBooks, you will no longer be able to create Funds in Kindful. (Instead you would have to create an Income Account in QuickBooks; during the sync process a related Fund would then be automatically created in Kindful. If you created some Funds in Kindful (before you connected QuickBooks and Kindful) then it's best to reassign all of the Kindful Campaigns that you had associated with those "Kindful-Created" Funds to the Funds that were created automatically via the sync.


No values show in the Designation dropdown when I edit a Fund in Kindful.

Funds created in Kindful can't be edited after you connect QuickBooks and Kindful. You'll want to stop using those Funds, and start using the Funds that were automatically imported from QuickBooks instead. It's a good idea to go through you Campaigns and ensure that each one of them is assigned to a Fund that came from QuickBooks (so that all of your transactions will sync to QuickBooks).


Do all of my Kindful Campaigns need to have a Default Designation?

A transaction needs to have a designation in order to sync to QuickBooks. The easiest way to ensure that your Kindful transactions will sync to QuickBooks is to set a Default Designation on all of your Funds Campaigns in Kindful. However, you don't need to do this. A transaction can get a Designation in one of the following methods:

  1. A Designation can be set directly on the transaction.
  2. A transaction can inherit a Designation from its Campaign.
  3. A transaction can inherit a Designation from its Fund, which it inherits from its Campaign.

Do all of my Kindful Funds need to have a Default Designation?

A transaction needs to have a designation in order to sync to QuickBooks. The easiest way to ensure that your Kindful transactions will sync to QuickBooks is to set a Default Designation on all of your Funds Campaigns in Kindful. However, you don't need to do this. A transaction can get a Designation in one of the following methods:

  1. A Designation can be set directly on the transaction.
  2. A transaction can inherit a Designation from its Campaign.
  3. A transaction can inherit a Designation from its Fund, which it inherits from its Campaign.

How often does the sync run?

If you're using QuickBooks Online, the sync process runs once an hour, for 12 consecutive hours a day based upon your Time Zone setting in Kindful.

  • Your first sync will get kicked off during the 6:00AM hour based upon your Time Zone setting in Kindful.
  • Your last sync for the day will get kicked off during the 5:00PM hour based upon your Time Zone setting in Kindful.

Why did my QuickBooks sync setting change from "Two-way Sync" to "One-way Sync" on it's own?

This is a safety measure that Kindful performs when we receive an error message from your QuickBooks account in order to ensure data integrity. If you find this has happened, please contact support@kindful.com so we can evaluate your specific error, handle it, and turn the Two-way sync back on.


Do Customers marked as inactive in QBO still sync over into Kindful in the initial sync? If so, do they become archived?

Kindful will pull these customers over and create contacts; we will archive these records.


I have duplicate contacts/customer records. 

Don't delete customer records in QuickBooks: doing so will cause an issue. If you have multiple records for the same contact (customer) then merge the contact records using Kindful's Contact Duplicate Finder tool (or by performing a Merge in the Contacts page). 

What happens behind the scenes is: the "Secondary" Contact record's activities are moved to the Primary Contact record, and the Secondary record is deleted in Kindful. Kindful will attempt to update QuickBooks with the change, however, QuickBooks has rules that may prevent the merge in QuickBooks. (For example, if a deposit has already been made an the Sales Receipt is "locked" in QuickBooks, we may not have the ability to "delete" the Secondary record in QuickBooks.

However, Sales Receipts for both records will still flow into the same Contact record into Kindful. (Even if we couldn't delete the secondary customer record in QuickBooks due to QuickBooks' rules.)


How are deposits handled in the Integration?

Kindful does Not get deposit information from QuickBooks. This means that if you want to see which transactions belong to a deposit, you would need to look in QuickBooks.

Please note that QuickBooks has rules relating to deposits. Such as, a Sales Receipt (Transaction) that belongs to a deposit that has cleared may not be editable. So any changes that you make to such a Transaction in Kindful would not be accepted by QuickBooks, and thus the transactions would appear "out of sync" between Kindful and QuickBooks.


What happens when I inactivate a Class in QuickBooks?

When you inactivate a Class in QuickBooks, the corresponding Kindful Campaign is automatically deleted by the QuickBooks integration.


What happens when I delete a transaction in Kindful or QuickBooks?

When you delete a synced transaction in Kindful or a synced Sales Receipt in QuickBooks, we recommend verifying the other side of the integration to see if further action needs to take place on the corresponding, synced transaction. There are a few variables at play here that could come into play - namely if you have completed the deposit (reconciliation) inside of QuickBooks; you cannot make changes to synced transactions after the deposit has taken place.


My Campaign in Kindful disappeared, what happened?

When you inactivate a Class in QuickBooks, the corresponding Kindful Campaign is automatically deleted by the QuickBooks integration.


What if I need to disable a Campaign created in Kindful by QuickBooks because it is used in QuickBooks for other purposes?

Kindful will only push over name changes and parent/child (nesting) changes, but not the enabled/disabled state, so you can disable Campaigns in Kindful freely without impacting the connected Classes in QuickBooks. 

Kindful Campaigns are set and updated by the status of the QuickBooks class, however.


Do QuickBooks customers need to have a first name and last name in order to sync into Kindful?

No, it isn't required. We pull in the "Display name" and attempt to parse it into first and last name. If we cannot, we fall back to the customers organization name.


Can I turn off Class-Campaign syncing?

Yes, if you don't want the QuickBooks-Kindful integration to keep your Classes and Campaigns "in sync", then we can turn that off for you. This can be turned off even if you are already using the QuickBooks-Kindful integration. If you'd like to do this, Please contact support. 


What if my QuickBooks Classes are coming over to Kindful, but not getting assigned to transactions?

You may find that when entering a Sales Receipt into QuickBooks that the transaction will sync to Kindful as expected, but it does not pick up the assigned QuickBooks Class. In this event, it is instead assigning the transaction to an “Unassigned Campaign”.  If this is happening, it is important to make sure that in QuickBooks your classes are set to be assigned “one to each row”.


Can I connect two or more company accounts to Kindful?

No, do not connect more than one company account to Kindful. This will not work as you might expect.


I am working with a QuickBooks Pro Advisor, and they manage multiple QuickBooks online accounts. If the Advisor users their QuickBooks account to connect to Kindful, will all of the data inside that account connect, or just the data specific to my organization?

When the advisors signs in to their QuickBooks account, they will be prompted select the company and then the client they wish to sync.


Still have questions?

Feel free to send our support team an email, or you can call the phone number found in the lower left hand corner of your Kindful Admin account to speak to a team member. 

 

 

 

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