Overview of the QuickBooks Integration

Overview

  • This article provides a thorough overview of how data stays in sync between Kindful and Quickbooks. It’s important to understand how the two systems interact before connecting Quickbooks to Kindful, so be sure to review this article in entirety before connecting.
  • This integration can save you hours that you may have otherwise spent manually double entering data, or exporting and importing CSV files.
  • Versions of Quickbooks compatible with this integration:
    • Quickbooks Desktop for PC
    • Quickbooks Online
    • Quickbooks Non-Profit
    • Note: This integration is not currently compatible with Quickbooks Desktop for Mac

What data syncs between Kindful and Quickbooks?

The video below provides an overview of what elements sync between Kindful and Quickbooks and how.

 

 

For even more information, here is a breakdown of how each element stays in sync:

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  • Kindful Definition: A “Contact” is anyone that you have stored in your database. This can include people who have or have not given.
  • Your entire customer list in Quickbooks will sync into Kindful as contacts. The sync of this element is not regulated by your Sync Date, and will always remain in a two-way sync.
  • Kindful will only send a Contact to Quickbooks as a Customer if they have a transaction on their contact history.

FAQ: Can I limit which customers in Quickbooks sync into Kindful?

Answer: No. All your active Quickbooks customers will sync into Kindful as contacts. Even if a customer in Quickbooks does not have a sales receipt on file, they will still sync into Kindful.

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  • Kindful Definition: A “Transaction” is a monetary contribution that one of your Contacts has made. This contribution is in the form of cash, check, or credit.
  • The flow of sales receipts and transactions can be regulated by a Sync Date. You can choose which date your Quickbooks Sales Receipts start to flow into Kindful as Transactions. You can also choose which date your Kindful Transactions flow into Quickbooks as Sales Receipts. 
    • Please Note: Sales Receipts and Transactions are the only donation-related element that stays in sync between Quickbooks and Kindful. Kindful does not send Pledges, Non-Cash gifts, or Soft Credits to Quickbooks. Quickbooks does not send Invoices, Payments, or Deposits to Kindful.

FAQWhat if I’m tracking donations in a different way than Sales Receipts?

AnswerIf this is the case, you can still use the Quickbooks integration, but you’ll need to import your donation history via CSV files. You’ll also need to be willing to change your workflow in Quickbooks, since Kindful will only ever send transaction information into Quickbooks as a sales receipt.

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  • Kindful Definition: Campaigns are the main building blocks of Kindful’s financial structure. They’re defined as donor-facing initiatives or projects.
  • Your Classes stay in a two-way sync with your Campaigns. Each time you add a new Class/Campaign in one system, it syncs into the other.
  • There is an option to completely disable the sync between Class/Campaign sync entirely. This needs to be done in partnership with a member of our support team. Disabling this portion of the sync will mean that when your Transactions sync to Quickbooks as Sales Receipts, they will only be focused towards an Income Account and Item, and no class data will be tracked.

FAQ: Can I map a different Quickbooks element to be used in Kindful as a Campaign? 

Answer: No. Only Quickbooks Classes are able to map to Kindful Campaigns.

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  • Kindful Definition: Funds are the secondary building blocks of Kindful's financial structure. They provide an admin-facing way to group your Campaigns together.
  • Your Income Accounts are in a one-way sync with your Funds. This means that after you connect Quickbooks to Kindful, if you need a new Fund in Kindful, you must first add it as an Income Account in Quickbooks.

FAQ: Does any other type of account in my chart of accounts sync with Kindful, such as Bank Accounts or Expense Accounts?

Answer: Since Kindful is only tracking incoming donations, only Income Accounts from Quickbooks sync into Kindful as Funds.

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  • Kindful Definition: Designations pair with each Fund in Kindful to ensure that your transactions sync into Quickbooks in the correct place. Each Fund that you want to use in this integration must be assigned a default designation.
  • Your Items/Products & Services are in a one-way sync from Quickbooks to Kindful. If you want to add new Designations in Kindful, they must first be added as an Item in Quickbooks, and assigned to the desired Income Account.
  • Each Income Account that you want to use in Kindful as a Fund must be assigned a unique Item/Product & Service in Quickbooks. For example: If you have an Income Account in Quickbooks called “Events,” it might also be assigned an “Events” Item.
  • Quickbooks Desktop calls these “Items” and Quickbooks Online calls these “Products & Services.”

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

Answer: 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. 

 

Connecting Quickbooks to Kindful 

For more information about how to connect Quickbooks to Kindful in your App Directory, refer to the articles linked below. 

Connecting Quickbooks Online

Connecting Quickbooks Desktop

 

See How Your Quickbooks Data is Staying in Sync with Kindful

The video below walks through where to look to see how your Quickbooks elements have synced into Kindful.

 

Other FAQs 

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

A: 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. 

 

 

Q: What is the recommended best practice for tracking transaction fees?

A: 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.



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

A: 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.

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Comments

  • Avatar
    Sheryl

    For Sales Receipts:
    I see "Item" in QB equals "Designation" in KF. However, unsure WHAT this is. Please give specific examples.
    Understand "Classes" in QB are "Campaigns" in KF
    Understand "Accounts" mean income accts in QB and are "Funds" in KF

  • Avatar
    Marty Farris

    Hi Sheryl! Items (sales receipts) are what makes the transactions go to the proper Fund/Account in Quickbooks. As we mention above, "All of your donations in Kindful (Sales Receipts in Quickbooks) need to have the Designation/Item set to them so they can end up in the right bucket in either Kindful/Quickbooks. Think of it as the fuel that makes the donations go."