QuickBooks & bank deposits
Connect QuickBooks Online
Post each Stripe payout and offline deposit to QuickBooks as a bank deposit, with income split by fund.
2 min read · Updated October 31, 2026
DonorFinch syncs bank deposits to QuickBooks Online: one deposit per Stripe payout, plus any batches of checks and cash you record. Each deposit is split by fund into the income accounts you choose, with Stripe's fees and our platform fee booked to expense accounts. Nothing else is written to your books.
Needs the Finance, Admin or Owner role (the "accounting" permission).
1. Connect
- Open Settings → Accounting.
- Click Connect to QuickBooks and sign in to Intuit. Choose the company file you want.
- You'll return to DonorFinch with the connection shown as active.
2. Map accounts
The mapping tells DonorFinch where each kind of money goes. Pick from your QuickBooks chart of accounts:
| Mapping | What it's for |
|---|---|
| Bank account for Stripe deposits | The account Stripe pays out to. |
| Bank account for offline deposits (optional) | If checks and cash are deposited to a different account. |
| Income account per fund (and optional class) | Each DonorFinch fund maps to one income account. Unmapped funds block the sync for deposits that contain them. |
| Default income account | For gifts without a fund. |
| Stripe fee account and Platform fee account | Expense accounts for processing fees and DonorFinch's 1.2%. |
| Adjustment account | Used when a dispute or correction changes a payout. |
Click Save mapping.
3. Choose a start date and turn on auto-sync
- Sync from sets the earliest payout to post. Pick the day after your last manual bookkeeping entry so nothing is doubled.
- Auto-sync posts new deposits automatically, hourly, once a payout has been tied out against its gifts.
4. Check the sync log
Settings → Accounting shows every deposit sent, with a link to it in QuickBooks. Errors are specific ("The fund 'Gala' isn't mapped to a QuickBooks income account yet") and each row has Retry once you fix the cause. You can also Skip a deposit or Link one you already entered in QuickBooks by hand, so it isn't created twice.
DonorFinch never creates a duplicate deposit: each one is checked three ways before posting.
Disconnecting
Disconnect stops new deposits from syncing. Deposits already posted stay in QuickBooks.
That completes setup. For what to do next, see Record an offline gift and Import donors from a spreadsheet.