➕ This feature is only available to Givebutter Plus users.
Givebutter Plus is a paid subscription service that gives you access to buttery advanced features to help you raise more. Read more about Givebutter Plus →
The QuickBooks integration for Givebutter is a native feature (for Givebutter Plus users only) that enables one-way syncing of your transaction data directly into your QuickBooks Online account. Designed to streamline nonprofit accounting, this integration reduces manual work, improves accuracy, and removes the need for third-party tools like Zapier. Key benefits include:
Seamless syncing of donations, ticket sales, fees, and more
Customizable mapping to match your QuickBooks accounts, classes, and service items
Flexible options for automatic daily syncs or manual control
Clear reporting on sync status, including errors and unsynced items
This integration is designed for use with QuickBooks Online. It does not integrate with QuickBooks Desktop. We recommend involving your organization's bookkeeper or accountant when setting up and managing the QuickBooks integration to ensure accurate and seamless financial reporting.
Connect to QuickBooks 🔌
In your Givebutter dashboard, click on Settings in the sidebar menu, then click on the Integrations tab at the top of the screen.
In the sub-menu on the left side, click on Intuit QuickBooks.
Click Connect in the upper right corner. You’ll be prompted to log in and authorize the connection via the Intuit QuickBooks sign-in screen.
Once connected, you’ll see a success notice. Click Return to Givebutter to be redirected to the integration configuration screen.
Configuration ⚙️
Next, you can choose how your Givebutter transactions are recorded in QuickBooks via configuration settings. No transactions will sync until you complete the configuration.
How do you want Transactions mapped to Givebutter?
"All transactions will be entered as sales receipts" will be selected. This cannot be edited at this time.
Do you want Refunds to sync to QuickBooks?
Yes – Refunds issued in Givebutter will automatically sync to QuickBooks.
No (default) – Refunds issued in Givebutter won't sync and must be entered manually.
How are your customer display names formatted in QuickBooks?
FirstName LastName (default) – Example: Jane Doe
LastName FirstName – Example: Doe Jane
LastName, FirstName – Example: Doe, Jane
Enable automatic daily syncing
Toggle ON – Data will be automatically synced daily at 9am EST.
Toggle OFF (default) – Data won't be automatically synced daily. You'll need to manually push updates to QuickBooks from the Givebutter integration page.
Create mapping rules 🧭
Next, you can set up custom and default mapping rules to dictate how transactions will sync from Givebutter to QuickBooks. "Account" is the only required field.
Please note that mapping rules should be set and tested before transactions are synced to QuickBooks.
You can also create mapping rules to customize your integration to QuickBooks. Custom mapping rules are organized into two main sections after you enter a name for your custom rule.
When transaction criteria matches: Sets up the matching criteria for the custom mapping. You can include any combination of the following criteria, but at least one must be selected to create a rule:
Fund – A transaction is attributed to a specific fund in Givebutter
Campaign – A transaction is submitted to a specific campaign in Givebutter
Payment method – A transaction is submitted with a specific payment method in Givebutter (ie. check, credit card)
These criteria are cumulative ("and" rules), so if you select multiple criteria, a transaction must meet all of them. If you want to create "or" rules, you must create multiple rules.
Map to QuickBooks as: Sets up how transactions matching the above criteria are mapped to QuickBooks.
Service Item – Please note that this integration doesn’t yet auto-apply linked Classes from QuickBooks Service Items. If you are selecting a Service Item here that has a linked class in QuickBooks, be sure to also manually select the correct Class in Givebutter as applicable.
Class
Deposit account
Do not sync – If this box is checked, transactions matching the set criteria will not be synced to QuickBooks. This is useful if you don't want Givebutter transactions from a specific campaign, payment method, or fund to sync to QuickBooks.
Example use cases for custom mapping rules:
You want transactions from separate campaigns in Givebutter to map to separate classes in QuickBooks to keep them organized. (Campaign criteria)
You want to skip syncing transactions submitted to any Givebutter campaign if they were paid via cash or check. (Payment method criteria)
You want to map Givebutter ticket transactions to a different service item category in QuickBooks. (Type criteria)
Reordering rules 🧮
If you create multiple custom mapping rules, you'll have the option to reorder them and apply rules in a specific order using a drag-and-drop interface. Rules will apply in order, from top to bottom of the list. If transactions don't meet any of the custom mapping rule criteria, the default mapping settings will apply.
If you have any “do not sync” rules, place them at the top of the list so they are applied first. This ensures that any transactions you want excluded are skipped before other rules are processed.
Sync setup 🕐
Next, you can select data sync preferences.
Automatic – Enable auto-sync to push new transactions to QuickBooks daily (except any "Do not sync" rules, if you've set them).
Manual – Manually sync transactions at any time.
If you wish to run a test for peace of mind before activating automatic data sync, manually sync the first few transactions to sync as a test after enabling the integration. If these transactions map successfully to QuickBooks, you can enable Automatic mode.
Using the integration 📊
If you've just completed configuration, your QuickBooks integration page will be blank. This is because the integration is only activated when the configuration is complete, and data will be synced from this time forward.
On the QuickBooks integration page in your Givebutter dashboard (located under Settings > Integrations), there are several different filter view options for Sync status. To switch to a different filter, click on the filter name.
Ready to sync (default view) – A queue list of recent Givebutter transactions that have not yet synced to QuickBooks. Transactions listed here will either sync to QuickBooks according to your preferences or queue here for a manual sync.
Do not sync – A list of Givebutter transactions that are excluded from syncing to QuickBooks, according to your custom mapping rules.
Sync issues – A list of flagged sync issues for your review. For example, if a class in QuickBooks is deleted, and Givebutter transactions are no longer able to map to that class, they will be flagged for review. Banners and notifications (for Admin and Finance roles) are also sent to indicate QuickBooks issues.
Transactions that have successfully synced to QuickBooks will be indicated in the individual transaction drawer, on the QuickBooks integration page, and by a generic sync icon on the Transactions page.
IN QUICKBOOKS: Transactions are broken down in QuickBooks into:
"Donation" (or Ticket, or Item, for auction items)
Processing Fee (if applicable)
Donor covered fee (if applicable)
The memo will appear as "Sales Receipt from Givebutter Integration" for easy reconciliation. Tips are not displayed or synced to QuickBooks, and the sales receipt number shown in QuickBooks does not correspond to the Givebutter transaction ID number.
Editing sync or mapping rules ✏️
To update your sync preferences or custom mapping rules, click the Settings button in the upper right of the integration page. You can change any integration configuration options, but these changes apply only to future syncs. Changes are not applied retroactively.
Manual sync ✍️
You can run a manual sync any time, even if auto-sync is enabled. To manually trigger a sync to QuickBooks, click the Sync now button in the upper right of the integration page. In the confirmation pop-up, click Run sync to sync all transactions with the "Ready to sync" status.
Fixing sync issues ⚠️
If your transactions aren’t syncing to QuickBooks, it’s likely because of a mapping issue, such as a fund that has been deleted or marked inactive. When this happens, an "Issues" banner will appear at the top of your integration page. To resolve the problem, click "Update mapping" in the banner. You’ll see the broken mapping highlighted in red.
Update the mapping with the correct information, save your changes, and the transactions should sync successfully. You will also be sent an email if there are any mapping issues.
Disconnecting QuickBooks ❌
You can disconnect your QuickBooks integration from within your Givebutter dashboard at any time.
In your Givebutter dashboard, click on Settings in the sidebar menu, then click on the Integrations tab at the top of the screen.
In the sub-menu on the left side, click on Intuit QuickBooks.
Click on the Settings button in the upper-right area of the integration page. Click Disconnect QuickBooks.
Disconnecting will stop all data syncing between Givebutter and QuickBooks, delete mapping rules, and remove all historical sync data within Givebutter. If you reconnect in the future, you'll start from scratch. Disconnecting does not delete any transactions from Givebutter.
If the integration is disconnected from within QuickBooks, your integration and all configuration will remain intact in Givebutter, but a connection error will appear.
FAQ 🤔
Can I exclude certain transactions from syncing?
Yes. You can define “Do not sync” rules based on specific transaction criteria.
My QuickBooks data has blanks or is missing information.
Try refreshing the page! Sometimes, data updates in Givebutter occur before it can sync with QuickBooks.
Will the integration sync updates to previously synced transactions, for example, if a transaction is reassigned in Givebutter?
No. Once a transaction is synced to QuickBooks, changes made to that transaction in Givebutter won’t be pushed to QuickBooks. You’ll need to update those manually.
What if I change my chart of accounts in QuickBooks?
You’ll need to update your mapping rules in Givebutter accordingly. If your QuickBooks service items, accounts, or classes were recently updated or aren't appearing in Givebutter, click "Refresh details" below the mapping rules for this rule.
The QuickBooks integration isn't appearing in my account.
This integration is only available for Givebutter Plus subscribers. Please ensure you're subscribed to Givebutter Plus and have admin access to view the Integrations tab.
Can I use this with QuickBooks Desktop? How do I know which one we use?
This integration only supports QuickBooks Online. QuickBooks Online (QBO) is cloud-based – you log in using a web browser. If you access QuickBooks by downloading software to your computer, you're likely using QuickBooks Desktop (QBD Pro, Premier, or Enterprise). Desktop is not supported.
How to enable Early Access Beta ⚡️
In the menu on your Givebutter dashboard, click on Settings, then click About.
Click on Organization Profile, and scroll to the bottom of the page.
Under Beta Access, enable the toggle.
You can opt out of our Beta program at any time in your dashboard.