Quickbooks Integration Overview

We provide a Quickbooks Online integration to facilitate easy transfer of contact and transactional data from BetterUnite to Quickbooks Online. Once the integration is setup and configured, it can be easily accessed and executed to transfer data to QuickBooks, that result in contacts, and sales receipts or payment transactions in Quickbooks on a per fundraiser basis.

Initial Setup

1) Log in to BetterUnite, go to Settings > Integrations, and select Quickbooks Online

2) Click the login button displayed on the setup page to launch a pop up window that will ask for your Quickbooks credentials

3) Enter your Quickbooks credentials, and submit. You will now see a message asking you to trust BetterUnite to access your data. Click Allow to enable this, as it is necessary for BetterUnite to be able to send transactions to Quickbooks

4) When you click Allow, the pop up window will close, and the Quickbooks setup page will refresh. This may take a few seconds as BetterUnite validates the established connection to Quickbooks

5) Once the page refreshes, you will be connected to Quickbooks, and you don't have to do any connection setup anymore

6) You can remove this connection/trust anytime you may like. Removing a connection does not remove any transactions from either system nor does it impact any records in either systems. It simply removes a trust "token" between the two systems that allow a connection to be established. If you need to re-instate the connection again, you can simply follow the above instructions again to establish trust and continue

Configuration/Mapping Setup

Setting up your mappings to Quickbooks is probably the hardest part of setting up this integration, but it is still quite easy, since you are basically making a few default selections. After you have authenticated with the initial setup, you will see a Setup button on top of the page. Click this button and select "Review Mappings" option to go to the manage mappings page where you will be asked to provide default values for transactions that will be created in Quickbooks when you run the integration in the future. There are a handful of sections to consider in this page as follows:

1) Payment Types

When the Quickbooks integration is executed for a particular fundraiser, it results in sales receipts or payments in Quickbooks, and these transactions require a payment type to be specified. In BetterUnite transactions there can be several types of payments: Online Payments (credit card or ACH), Check Payments etc. Quickbooks will also have its own and any custom payment methods you may have added as well. This mapping area allows you to map BetterUnite payment types associated with donations to be mapped to their corresponding payment types you have in Quickbooks, so that when a transaction is transferred to Quickbooks, we can assign the correct payment types in Quickbooks.

2) Fundraiser Donations

This section allows you to define whether a particular fundraiser will be synced to Quickbooks as a Sales Receipt or a Payment transaction. Typically the choice is Sales Receipt, however in some cases in some organizations, transactions may need to be transferred as payments and then used as payments against existing or new invoices in Quickbooks. This is entirely your or your accountant's preference based on your practises. You simply have to declare how you would like to transfer the particular fundraiser transactions to Quickbooks. Note that you will still have the ability to modify these transactions in Quickbooks after a synchronization.

The selections within this section are based on real time values retrieved from your Quickbooks instance, and some fields may be optional based on your Quickbooks instance e.g. not all instances use Classes, so you may choose to leave this blank. The field selections in this section are set up to correspond to what Quickbooks expects in order to create a Sales Receipt or a Payment transaction. Please consult with your accountant to make sure your settings are accurate. Once you setup a default mapping in this area, you do not have to modify any of the fundraiser mappings if they are to use the same settings across fundraisers. Alternatively you can modify a particular fundraiser if it needs to behave differently than others as well.

3) Fees Sync Options

This section allows you to customize how you would like to see the credit card transactions as well as if you prefer to see or not see any BetterUnite tips that the donors may have left for our platform. Typically organizations don't choose to bring over the tips to Quickbooks since this payment is processed before the gross payment from the donor ever hits the organization accounts, but its still an option for you. You also have the option to specify whether the credit card fees to should be brought in as a separate transaction or not. If you choose to bring it in as a separate transaction, then it would show up as a Journal Entry in Quickbooks, and you can specify the particular Debit & Credit Accounts to use when creating the Journal Entry.

Run the Integration

Once the above mappings setup is completed, you typically won't need to touch it again unless you have new fundraisers that need to be configured differently than the defaults you have setup.

When you are on the Quickbooks integration page, you will see a list of all active fundraisers in your organization, and you will see how many transactions/donations there are in each fundraiser, as well as the number of transactions that are sync'ed to Quickbooks so far. Since the integration is run manually at your preference, a fundraiser may continuously have additional transactions that need to be sync'ed.

Next to each fundraiser you will see the "View Transactions" button. Click this to see sync information about each transaction within that fundraiser. The popup window that is shown will display both the sync'ed and non-sync'ed transactions within the selected fundraiser.

Next to each transaction you can see a button that will allow you to Sync that transaction to Quickbooks. When you click that button, BetterUnite will send that transaction to Quickbooks based on the mappings you have setup above, and will display the result of that attempt in that row. If the contact does not exist in Quickbooks (based on email match, then company name, then contact full name exact match), then the contact will first be created in Quickbooks and then the transaction will be created (Sales Receipt or Payment). If the sync was successful, you will see the button change to display the new Sales Receipt or the Payment number from Quickbooks. If there were multiple matches, the page will display the multiple matched contacts in a dropdown list and you can either select one of the contacts as the correct one to use, or you can choose the "create new contact" option to create a new contact in Quickbooks. If there were any issues with the synchronization of this transaction, you will also see it in this section. You may need to scroll in this area to see the full issue, and typically we will display the exception received from Quickbooks as is. A typical case for receiving an error when sync'ing a transaction is when a particular mapped account does not allow for a type of transaction to be tied to it in Quickbooks.

On each transaction, you can also see an option to "not sync" this transaction. This may address cases where the transaction may already exist in Quickbooks, and you do not want to create duplicates in the future by either accidentally sync'ing this transaction, or if you use the Sync All Transaction automated option on the fundraiser.

Thank you for reading! Let's go do some good.