QuickBooks FAQ

Overview

Below is an FAQ pertaining to the overall QuickBooks integration. See the linked articles below for more specific FAQs pertaining to your connection.

Linked Articles:

- QuickBooks Online FAQs

- QuickBooks Desktop FAQs


We want to change from QuickBooks Desktop to QuickBooks Online. What can we do?

When the QuickBooks integration is in one of the two statuses - Connected or Disconnected - a message will appear that reads: “For assistance connecting a different QuickBooks account, please reach out to support@kindful.com.”

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What if I’m not selling Items/Products & Services?

Kindful uses your Item/Products & Services as designations, but this does not mean that your organization must be selling any physical items or be providing a service. Kindful needs at least one Item to be assigned to each Income Account you want to use as a Fund in Kindful. This is how the sync stays accurate. Assigning an Item/Product & Service in QuickBooks, will assign a Designation to a Fund in Kindful. 


I am looking to create an invoice for a sponsor. We have historically used QuickBooks to do that and am wondering if Kindful has a place to do that? 

It is not be possible to create invoices in Kindful (and they do not sync in from QuickBooks), so you'll want to continue using QuickBooks for that if you wish to maintain that process for tracking.

You could, however, convert your practice to using Pledges and Transactions in Kindful, and the Transactions you enter that complete the Pledge will sync to QuickBooks as Sales Receipts. The Pledges (Invoices) will live in Kindful alone in this scenario.


I’m tracking donation history in a different way than the video describes. Can I still use the Kindful integration with QuickBooks?

If you and your team are willing to make changes to your workflow, then absolutely! The QuickBooks integration syncs very specific elements with Kindful, and there isn’t a way to map additional elements from QuickBooks into Kindful (or vise versa) that are not mentioned above.

If you decide you are willing to change your workflow, but still want your donation history brought into Kindful, you can do so via an import. Attached at the bottom of this article is the appropriate import file to use when formatting your data for this import. If you choose to go this route, make sure you are being mindful of the sync dates you choose when you connect QuickBooks to Kindful, in order to prevent duplicate transactions/sales receipts from syncing between the systems.


What is the recommended best practice for tracking transaction fees?

Since transaction fees are an expense incurred by the organization as opposed to the donor, we recommend that the transaction fees be recorded in an expense account as a lump sum per payout. This process is not automated by the integration, and will need to be completed separately.

Kindful's Payouts function (from the Gateways page) provides another useful application:

When transactions sync from Kindful to QuickBooks as sales receipts, those sales receipts (in QuickBooks) go into Undeposited Funds. From there, you can review the payout report (from Kindful) for that deposit made into your bank. Using the payout report, you will be able to compare the sales receipts to tie them to that bank deposit. Once that's done, you can add an additional expense line item where you note the transaction fee for that deposit, which can be found in the payout report. That line item should make your deposit amounts match in order for you to complete/close out that deposit.


How do I reconcile my deposits in QuickBooks (including the payouts from my payment gateway) against the sales receipts that were synced from Kindful?

The Kindful-QuickBooks integration does not send Payment Gateway Deposit data between the two systems.

When reconciling deposits made by your Payment Gateway, we recommend using Kindful's Batch Deposit Report (which displays payouts made by your gateway, and the transactions inside the deposit). Alternatively, you may also use any other report that your Gateway may provide to you directly.

Create a deposit in QuickBooks, and add the Sales Receipts (which automatically came into QuickBooks via the integration), to the deposit in QuickBooks.


Can I restrict the flow of Sales Receipts from QuickBooks to Kindful in any other way than the sync date, such as archiving my Funds once they're synced in from my QuickBooks Income Accounts?

No. Only the sync date restricts the flow of sales receipts. It's not recommended that you connect a QuickBooks account that contains sales receipts that do not represent donations.  


How do transaction types map? (QuickBooks Online only)

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

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.

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.


Which Contact Fields map from QuickBooks into Kindful?

Field
Address
City
Contact Type
Country
First Name
Last Name
Postal Code
State

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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