QuickBooks Online integration overview
Updated 2 weeks ago
Gratona connects to QuickBooks Online so donors, recipients, and donations can sync as Customers, Service Items, and Sales Receipts. Use this overview to understand what maps, which way data moves, and what the integration does not reconcile before you connect.
QuickBooks Online vs Desktop
Gratona supports QuickBooks Online on all QuickBooks Online plans. QuickBooks Desktop is not currently supported.
What records synchronize
Each Gratona record type maps to a fixed QuickBooks Online object, and program accounting settings control income, deposit, and optional class.
Gratona | QuickBooks Online |
|---|---|
Donor | Customer |
Recipient / program entity | Service Item |
Donation | Sales Receipt |
Additional-gift designation | Default or designation-specific Service Item |
Program accounting | Income account, deposit account, optional class |
Sync type (per program) | Gratona -> QBO, QBO -> Gratona, or Two way |
Object-level detail lives in Adding Donors (Customers), Recipients (Service item), and Donations (Sales Receipt). Currency alignment is covered in Synchronized Currency.
Sync direction
Sync direction is set per program. The options are Gratona -> QBO, QBO -> Gratona, and Two way. The default is Two way.
Sales receipts, not pledges or invoices
The integration creates Sales Receipts only. It does not create pledges or invoices in QuickBooks Online.
That matters for finance teams who expect undeposited funds or accounts receivable from pledges: Gratona posts donation amounts as Sales Receipts, not as open AR from pledges or invoices.
What the integration does and does not do
The integration creates and updates mapped QuickBooks Online records from ongoing Gratona activity within the limits below.
What it does
Creates and updates Sales Receipts from Gratona donations using the donation amount
Maps donors to Customers and recipients or designations to Service Items
Supports an optional deposit account of type Bank or Other Current Asset
Supports an optional income account on Service Items
Supports an optional class when class tracking is enabled in QuickBooks
What it does not do
Does not automatically create QuickBooks refunds or voids for refunded or non-positive donations; those donations are skipped
Does not automatically backfill records created before you connect; only create and update events after the integration is active. Older records can be brought in with a manual historical sync you review and approve; see Run a historical QuickBooks sync
Stripe payout reconciliation
The QuickBooks Manage drawer in Connected Apps includes Stripe payout reconciliation. It reconciles a paid, standard, automatic Stripe bank payout to one QuickBooks Deposit that covers the settlement, processor fees, and disputes. Manual, instant, adjusted, or imbalanced payouts are held for review instead of posting.
Choose the Stripe clearing account, bank deposit account, processor-fee expense account, dispute expense account, and optional donor fee-recovery service item, then enter a Stripe payout ID and click Preview. Preview performs no write to QuickBooks. Reconcile & post posts the Deposit only when the payout evidence is ready and everything reconciles exactly; otherwise the payout stays in Needs review.
Where to configure
Configure the integration from the QuickBooks card under Integrations or from Connected Apps. Mapping is organized into the Customer, Service Item, Donations, and Accounting tabs. The Connected Apps QuickBooks drawer also hosts Historical QuickBooks sync and Stripe payout reconciliation, which the older Integrations drawer does not show. For backfilling older records, see Run a historical QuickBooks sync.
For connection and program setup, see Connect Gratona to QuickBooks Online. For deposit accounts, designations, and classes, see Map donations, designations, accounts, and classes. For common failures, see Troubleshoot QuickBooks synchronization.