Overview of the QuickBooks Integration

Kindful integrates with QuickBooks Online (the web-based version of QuickBooks) and QuickBooks Desktop for Windows (QuickBooks Desktop Mac is not currently available).

Benefits

  • Save hours that you may have otherwise spend manually double entering data, or exporting and importing csv files.
  • Import your historical data from QuickBooks into Kindful automatically, where you can use our powerful filtering and reporting tools to manage your Contacts.
  • If you so choose, your accountant can just work inside of QuickBooks (managing accounting data) and your Admins and Development team members can just work inside of Kindful (managing donors), while the Kindful-QuickBooks integration automatically keeps the two systems in sync.
  • You control the settings: choose a two-way sync, or choose to only import your QuickBooks data into Kindful. 

Translating QuickBooks Data to Kindful Data

 

 

Which data is kept in sync when you integrate?

  • QuickBooks Income Accounts, Items, Classes, Customers, and Sales Receipts will be sent to Kindful.
    • All Income Accounts will appear in Kindful as Funds. Going forward, these are maintained in QuickBooks. 
    • All Items (also known as Products and Services in some versions of QuickBooks) will appear in Kindful as Designations. Going forward, these are maintained in QuickBooks.
    • All Classes will be sent to Kindful as Campaigns. If you don't have any Classes in QuickBooks, we will automatically create a General Class (Campaign) for your Sales Receipts because Campaigns are required in Kindful. Classes/Campaigns can be added or edited in either system, and the updates will automatically be made in the other system. (This happens regardless of your integration settings.)
    • All Customers will be sent to Kindful as Contacts
    • All Sales Receipts will be sent to Kindful as Transactions
  • If you select the "Two-way Sync", Kindful Campaigns, Transactions, and Contacts will be sent to QuickBooks.
    • All Campaigns will be sent to QuickBooks as Classes. 
    • Only Transactions with a Designation will be sent to QuickBooks as Sales Receipts.
      • The integration does work with Split Transactions.
    • Only Contacts with a Transaction (that has a Designation) will be sent to QuickBooks as a Customer.
  • Once a Class (Campaign), Customer (Contact) or Sales Receipt (Transaction) has been synchronized between QuickBooks and Kindful for the first time, updates made in either Kindful or QuickBooks will automatically be made in the other system. (This happens regardless of your integration settings.)

Which data is NOT connected via the integration?

  • QuickBooks Invoices and Payments are NOT sent to Kindful via the integration.
  • Kindful Pledges are not sent to QuickBooks via the integration.
  • QuickBooks doesn't send Kindful information about "deletes". This means if you delete a Sales Receipt in QuickBooks, you will need to manually delete the associated transaction in Kindful. We recommend not deleting Accounts, Classes, Items (aka Products and Services) as this can cause data to not sync.

If you track Pledges, they need to be managed inside of Kindful. 

What if I'm using QuickBooks in another way?

Kindful built our integration with QuickBooks based upon QuickBooks' best practice recommendation for nonprofits. If you are using QuickBooks in another way, this integration may not work for your organization.

More about QuickBooks' best practice recommendation for nonprofits (see below from Intuit):

http://support.quickbooks.intuit.com/support/pages/inproducthelp/Core/QB2K12/ContentPackage/Verticals/Nonprofit/nnp_donations.html

If you aren't using Classes and don't want Classes to be created in your QuickBooks account, contact support@kindful.com and we can customize how your integration functions to accommodate your need.

What if I already imported my transactions into Kindful and I want to turn on the integration?

No problem! If you have not yet turned on the QuickBooks-Kindful integration, and you already have your Sales Receipts (Transactions) in both QuickBooks and Kindful, you can still turn on the integration without creating duplicate data. 

In order to do this, use the date fields to control which data gets sent over in the initial sync.

For example, if all of my data is already in both systems (but I haven't turned on the integration yet) (this means I've been double entering into both Kindful and QuickBooks up until now), and if today is 1/30/2017, then I want to set both of my date fields to "today" (in this example, 1/30/2017). This means that no historical data will be imported into either system, however, any data entered into either system from here on out will be automatically kept in sync.

 

About Reconciling Deposits:

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 Deposits made by your gateway, and the transactions inside the deposit). (Or you may also use any other report that your Gateway may provide to you directly.)

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

Kindful's transactions are gross, and so the Sales Receipts created by the Kindful-QuickBooks integration will also be gross. Your gateway would deposit less (net) into your bank account because they take out fees. So if you want to reconcile the deposit exactly in QuickBooks, keep reading.

About Tracking Fees:

If you would like to track the fees alongside the donations (For online transactions processed through your payment gateway) it is recommended that when you receive the payment from your Payment Gateway (Authorize, Stripe or PayPal), you need to add the fees as an expense to the deposit there; but it shouldn't be negative.

For more information from Intuit:

https://community.intuit.com/questions/826420-how-do-i-account-for-amazon-fees-using-quickbooks-online

   I recommend option 2 and 3. It makes transactions more accurate from an accounting standpoint. Plus you can print a Sales Receipt (or Packing Slip).

The above link contains a video. Check in around 21m and then 34m for deposit and fees. 

 

 

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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."