QuickBooks sync, explained

DonorFinch syncs deposits to QuickBooks Online, not individual donors or gifts. Your books get one clean entry per bank deposit that matches your statement; the donor-level detail stays in DonorFinch.

What a synced deposit looks like in QuickBooks

For each Stripe payout (or manual deposit batch), DonorFinch creates one Deposit in QBO:

• Deposited to: the bank account you mapped
• Income lines: one per fund, to the income account mapped for that fund, for the gross gifts
• Fee lines: negative lines to your mapped fee expense accounts for Stripe's fee and DonorFinch's fee
• Refund / dispute lines: negative lines to the income account, so the net equals the bank deposit
• Memo: "DonorFinch payout po_… 14 gifts" with a link back

Net deposit always equals what the bank shows, so bank-feed matching in QuickBooks is one click.

Mapping

Under Settings → Accounting:

• Bank account for Stripe deposits (required), and optionally a separate bank account for offline deposits (checks and cash)
• Income account per fund, with an optional class if you use QuickBooks classes for fund accounting; e.g. General Fund → "Contributions – Unrestricted", Building Fund → "Contributions – Restricted"
• Default income account for gifts with no fund
• Stripe fee account and platform fee account (expense accounts; they can be the same one)
• Adjustment account for dispute reversals

When you add a new fund in DonorFinch, map it before the next payout or that payout will wait with an "isn't mapped" error.

When it runs

• When a Stripe payout ties out (its gifts, fees and refunds match the payout to the cent), about 90 seconds later.
• When you click Sync now, which also re-reads every posted deposit to verify it.
• Every hour at :20 as a sweep for anything missed.

Check/cash batches post once you mark the batch deposited. Each deposit is posted once and then tracked by its QuickBooks ID, a reference tag and a line fingerprint, so re-running never creates duplicates. Editing a posted deposit in QuickBooks is on you: DonorFinch won't overwrite it, and won't re-push it.

Deposits you already entered by hand

For a deposit that's already in QuickBooks, open it in the sync log and link it by pasting the QuickBooks transaction ID instead of posting a second copy. Deposits you don't want posted at all can be skipped.

No QuickBooks?

The same deposit plans can be downloaded as CSV or IIF from the Accounting page and imported into other bookkeeping software.

What is not synced

Donors, individual gifts, pledges, invoices, or anything to QuickBooks Desktop. If you need gift-level detail in QBO, export Gift detail and import it as a journal; most bookkeepers prefer the deposit-level approach.

Disconnecting

Settings → Accounting → Disconnect. Deposits already posted stay in QuickBooks; new ones stop syncing until you reconnect.