QuickBooks Online
Donations in QuickBooks the way your bookkeeper wants them
One deposit per Stripe payout, split by fund, Stripe and platform fees broken out as expenses. The deposit matches the bank feed to the penny, and nobody retypes a thing.
What you get
- Each Stripe payout and each check-and-cash deposit posts as a single Bank Deposit into your real bank account
- Gifts grouped by fund and coded to the income accounts you map (and classes, if you use class tracking)
- Stripe processing fees and DonorFinch's fee recorded as expenses, so the deposit total matches what landed in the bank
- Automatic as payouts land, catches up hourly, or press Sync now
- A sync log for every deposit with Retry, Skip and Link to existing; nothing is ever duplicated
- Connect in one click as the QuickBooks admin; disconnecting never deletes anything
- Included — no add-on fee. See pricing
- General Fund → Donations income
- $1,150.00
- Scholarships → Scholarship income
- $95.00
- Stripe processing fees
- − $33.65
- DonorFinch platform fees
- − $18.68
- Deposit to Checking
- $1,192.67
Matches the Oct 28 Stripe payout exactly. The memo links back to the gift-level detail in DonorFinch.
How it works
Connected in ten minutes
Needs the Finance, Admin or Owner role in DonorFinch and admin access to your QuickBooks Online company.
Step 1: Connect
Open Settings → Accounting, click Connect to QuickBooks and sign in to Intuit. Choose the company file.Step 2: Map accounts
Pick the bank account Stripe pays into, an income account (and optional class) for each fund, a default income account, and expense accounts for Stripe and platform fees. Save.Step 3: Choose a start date and turn on auto-sync
Set “Sync from” to the day after your last manual entry so nothing is doubled, then enable auto-sync. The log shows each deposit with a link to it in QuickBooks.
Why deposit-level
Why not one QuickBooks entry per donor?
Because the bank doesn't see donors. It sees payouts.
Per-donor sales receipts
- Hundreds of customers and receipts in QuickBooks that nobody uses there.
- Gross amounts that never equal the net payout, so reconciliation needs journal entries for fees.
- Refunds, disputes and fee changes have to be fixed by hand.
DonorFinch: one deposit per payout
- Income by fund, fees as expenses, net equals the bank line. Click Match in the bank feed.
- Donor-level detail stays in DonorFinch, where your receipts and statements come from; the memo links back to it.
- Adjustments from disputes or corrections post to an account you choose, so the payout still ties.
Questions
Common questions
- Does DonorFinch create a customer and an invoice in QuickBooks for every donor?
- No, deliberately. Per-donor sales receipts clutter QuickBooks and still don't match the bank, because Stripe pays out in batches net of fees. DonorFinch keeps the donor-level detail and posts one Bank Deposit per Stripe payout (and per batch of checks and cash), split by fund, with fees recorded as expenses. The deposit total equals the amount that landed in your account.
- How are funds, income accounts and classes handled?
- You map each DonorFinch fund to a QuickBooks income account, and optionally to a class if you use class tracking. Gifts without a fund go to a default income account. Stripe processing fees and DonorFinch's platform fee go to the expense accounts you pick. An unmapped fund blocks the sync for that deposit until you map it — nothing is guessed.
- What if I already entered a deposit by hand?
- The sync log shows every deposit DonorFinch wants to post. For one you already recorded, click Link to existing and DonorFinch attaches to your entry instead of creating a second one. You can also Skip a deposit. Duplicates are checked three ways before anything is written.
- Does it work with QuickBooks Desktop?
- No. The sync is for QuickBooks Online only. If you use Desktop or another accounting package, the Deposits report exports the same payout-level detail as CSV or IIF for your bookkeeper.
- How much does the QuickBooks integration cost?
- Nothing extra. It is included in DonorFinch's single plan: no monthly fee, 1.5% per online gift. Some platforms charge $50 a month for a QuickBooks connection.
- What happens if I disconnect?
- New deposits stop syncing. Everything already posted stays in QuickBooks untouched. Reconnecting later picks up from a start date you choose, so nothing is doubled.
Read more in the help center
Books that match the bank, automatically
Create a free account, connect Stripe and QuickBooks Online, and let the next payout post itself.
No monthly fee. No contract. Cancel any time.