Connecting QuickBooks Online: Getting Started

There are two version of QuickBooks: online and desktop. 

Overview

This article explains how to connect Kindful to QuickBooks Online.

Linked Articles:

- Overview of the QuickBooks Integration

- QuickBooks Online FAQs

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Connecting to QuickBooks Online

In Kindful, go to Apps on the left sidebar, then choose App Directory.

Locate the QuickBooks Online icon and click Learn More

 Next, click Connect and then Connect again.

 

QuickBooks Online’s login page will appear in a new window. Sign in with your credentials.

When asked, choose Authorize to allow Kindful to access the data from QuickBooks Online.

You'll be redirected back to the Kindful Settings page, and if you see a green Sync Data with QuickBooks icon, you are ready to establish the connection.

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Syncing QuickBooks

QuickBooks will not begin syncing until you configure the settings for the integration; choose Sync Data with QuickBooks.

Choose how you would like QuickBooks and Kindful to sync, then choose Ok, Start Sync.

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Syncing Historical Data

When choosing to setup the integration and choose a date prior to “today” when syncing data to QuickBooks or Kindful, this warning will appear:

“Your integration settings are set to sync historical transactions. If the sync dates are not correct this can potentially cause duplicate transactions in either QuickBooks, Kindful or both accounts. If the sync dates are correct, click Ok to continue with the sync.”

This is also the case when selecting the “sync all data” option.

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Sync Statuses

Kindful will display your QuickBooks connection in the current sync status. These statuses will be helpful if you find yourself in a spot where data is not syncing.

There are four statuses:

Connected - Your connection to QuickBooks has a valid token and working as expected

Paused - Your connection has a valid token, but an Admin user has selected to pause the integration. This is done by switching the Sync to “Pause Sync”.

Needs Attention - Your connection experienced an issue getting a valid token and the QuickBooks account needs to be disconnected and then subsequently reconnected

Disconnected - Your connection has disconnected and is no longer syncing

Of Note: These statuses are displayed as banners on the individual app card in the app directory as well as on the specific app page.

We also display the last sync date and time, and you can use this reference any potential data questions.

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Paused vs. Needs Attention

When the integration is Paused, a message will appear on the app details page that says “The integration is paused. Please update the sync settings to resume.”

When the integration Needs Attention a message will appear on the app details page that says “There is an issue authenticating your account. Please disconnect and reconnect to resume syncing.”

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A Note About Class-Campaign Syncing

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.

When the campaign class sync is turned off on an account, if a user enters sales receipts into QuickBooks, they'll sync to Kindful under the campaign name "Unassigned".

If you'd like to do this, Please contact support@kindful.com.

Additional resources Overview of the QuickBooks Integration QuickBooks Online FAQ QuickBooks Troubleshooting

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How Transaction Types Map

When data syncs from QuickBooks to Kindful, Kindful currently supports 32 different 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
check transaction	Check
check payment	Check
cheque transaction	Check
cheque payment	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

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. These include:

• Automatic Withdrawal
• Payroll Deduction
• Artwork Purchase
• Auction Payment
• Stock

Of Note: 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.

 

Additional Notes about the QBO ongoing sync: