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:

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.

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.

We are a Canadian Organization, and are having trouble with our sync. What can we do?

One thing to consider initially pertains to your Default Sales Tax Code. This is something that is required to have if you happen to have a non-standard tax code. Our development team needs to set this field, but we will need it from you. Please provide this code to your onboarding specialist or support team representative.

Can I enter a transaction into Kindful and have it not sync automatically to QuickBooks?

Transactions that are not assigned a designation will not sync to QuickBooks. Keep in mind, you may have settings in your account that apply designations automatically that you would need to override. As long as you make sure that the transaction does not have a designation after it's saved/recorded in Kindful, that transaction should not sync. Worst case scenario: if that transaction does end up syncing (as things are designed to work with the integration connected), you could simply delete the sales receipt in QuickBooks.

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?

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. 

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. THIS OPTION IS MEANT FOR ORGANIZATIONS NOT USING CLASSES PRIOR TO CONNECTING.

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When Kindful is syncing to QuickBooks, why are we not seeing the email address?

Be sure you are looking at the Customer record in QuickBooks to see the email address. We do not send the email address to the Sales Receipt, which can be a source of confusion surrounding this feature. 

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.

Do Customers marked as inactive in QuickBooks Online 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 deactivated the Campaign/Class sync between QuickBooks and Kindful. Why do new transactions that sync from QuickBooks to Kindful go to an "Unassigned" Campaign in Kindful?

Since Kindful requires a Campaign on all Transactions, a Sales Receipt from QuickBooks that syncs in without a Class (Campaign in Kindful) will receive the name "Unassigned" for its Kindful Campaign. In this scenario, we recommend adding the transaction into Kindful first, which requires a Campaign, and it will sync to QuickBooks without a Class.

I am not sure my contacts in QuickBooks have been recorded as Customers. Will they still sync?

It is possible you may have changed the labeling for customer profiles in QuickBooks. For example, in your QuickBooks instance, "customers" may now be called "donors". If it is the same element, the labeling should not prevent these contacts from syncing to and from QuickBooks. Also, if you are using the NonProfit version of QuickBooks, it is possible these are not labeled as "Customers".

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.