How to Set Up and Manage the QuickBooks Online Integration

Summary: This guide provides a complete walkthrough for setting up the QuickBooks Online (QBO) integration, configuring your campus settings, and mapping your funds. Following these steps will allow you to automatically sync your Tithely deposit data with your QBO account.

Before You Begin

• You must have your QuickBooks Online login information.
• You must be an Admin or have Finance permissions in Tithely to access integrations. For Limited Access Users to manage Integrations, they will need the Administration Permission selected. Global Settings > My Organization > Admin Users > Select User > Select Administration > Check the Manage Integrations box
• This integration is for QuickBooks Online only and does not support QuickBooks Desktop.
• The first sync after setup will import the last 30 days of deposit data.

Part 1: Initial Setup and Connection

1. Navigate to Giving, click the Global Settings icon () on the bottom left, and choose Integrations.
2. Find the QuickBooks integration and click Install. You will be redirected to a temporary loading page.
3. Wait on this page until the setup wizard loads. Do not click any links on this page, as it will interrupt and stall the process.
   
4. Click the green 'Help Me Set Up the Integration' button.
5. Click 'Connect to Quickbooks' and log in to your QBO account in the new window that appears.
6. Click the Connect button on the authorization screen to grant Tithely permission to view and update your QBO data. A green checkmark will appear once the connection is successful.
7. Follow the on-screen prompts to enable email notifications, select the campuses you want to connect, and adjust the initial campus settings.
8. Review your selections on the final confirmation screen. If you need to make changes, click Edit next to the relevant section. When ready, click Finish.

Part 2: Configuring Campus Settings

You must configure settings for each campus you wish to sync.

1. Navigate to the QBO integration settings (Giving > Global Settings > Integrations > Configure).
2. Click the campus name you wish to work with under Manage Campus on the left.
   
3. Adjust the settings on the Campus Settings page. These options autosave.
   
   • Enable Synch: This must be toggled active for this campus's data to sync to QBO.
   • Sending Mode: Choose how data is sent. Daily deposits creates a single QBO deposit, while Transaction creates individual QBO Sales Receipts.
   • QuickBooks Deposit Account: Select the bank account in QBO where deposits should be recorded.
   • QuickBooks Default Deposit Line Item: Select the fallback income account for any unmapped funds.
   • Quickbooks Deposit Account for Tithely Fees: Choose the expense account where Tithely's processing fees should be recorded.
   • Quickbooks Deposit Vendor for Tithely: You must first set up "Tithely" as a vendor in QBO, then select it here.
   • Payment Method Fields: Type in the text you want to appear in QBO for ACH, Credit Card, Check, and Cash transactions (e.g., "ACH," "Card").
   • Email Notification Address: If emails are enabled, enter a comma-separated list of email addresses to receive notifications.

Part 3: Configuring Fund Mapping

Fund mapping tells the integration which income account in QBO to use for each Tithely fund.

1. From the Campus Settings page, scroll down and click the green 'Connect Funds' button.
2. Click the green Refresh button to ensure the lists of Tithely funds and QBO accounts are up-to-date.
3. Match each Tithely Fund on the left to the corresponding QBO income account on the right using the dropdown menus.
   
4. Click the green Save button when you are finished. Repeat this process for each campus.

Part 4: Using the Integration Dashboard

The dashboard shows a history of all data synced to QBO.

1. Navigate to the QBO integration settings and select Dashboard from the left-hand menu.
2. View a list of all syncs (batches) sent to QBO. You can use the search bar to find syncs by location or gross amount.
3. Click the blue number in the 'Records' column to see the individual transactions within a specific sync.

Troubleshooting & FAQs

• What happens if I don't map my funds? Any gifts from unmapped Tithely funds will be recorded to the "QuickBooks Default Deposit Line Item" you selected in the Campus Settings. They will not be properly categorized in your QBO chart of accounts.
• What information syncs with QBO? The integration syncs Tithely Donations (Card & ACH), Admin Batch Giving (Cash/Check), Pledge transactions, and Event transactions. It does not sync Tithely Pay transactions or pledge goal data.

Note: When a transaction is synced with QuickBooks Online a new customer will be created if the integration is unable to match with an existing customer in QuickBooks Online.

• Who can access the QuickBooks integration? A user must be a Primary Admin, or have access to Giving plus the 'Finance' permission enabled in their role.
• What happens if I uninstall the integration? Uninstalling will stop all future data syncs. No data will be lost from either your Tithely or your QBO account. If you choose to reinstall later, you will need to go through the complete setup process again, including re-mapping all your funds.
  

• What Information does the QuickBooks integration Import?
  Currently, the QuickBooks integration imports deposit information. 

• What does the first import look like?

  The first import will include the last 30 days of deposit information. 

• Which Deposits are Imported?
  When you complete the initial setup we import only the most recent deposit information.
  From the time you install the integration, every new deposit will be imported unless you choose to disable or uninstall the integration.
  If the import fails for some reason it will resume importing deposits from the last successful import to ensure that you do not miss any records in QuickBooks.

• How can I see what information was imported?
  Every time the import runs it will send you a report via email so you can see exactly what was created in QuickBooks.
  You can also access the integration at any time to see a list of all the imports performed and what information they sent to QuickBooks in the Activity Dashboard.

• Why was no information Imported?
  If the import runs and reports no deposits being created the most likely reason is that there are no new bank deposits.
  You can verify that this is the case by checking your organization's deposit information from within Tithely

• What should I do if importing encounters an error?
  If you see an error (either in the email report or in your activity dashboard) please notify customer support so that we can assist you.

• What happens if I uninstall the integration?
  If you choose to uninstall the integration for your organization importing will stop and all data recorded in the integration will be deleted.
  You will NOT lose any data in Tithely nor in QuickBooks Online.
  If you choose to install the integration at a later date you will need to complete the initial setup process including mapping funds and setting default account information.

• What happens if I modify or delete a deposit in QuickBooks Online?
  Modifying the deposit record in QuickBooks Online does not change any records in the Integration activity dashboard.
  Future imports will not overwrite your changes in QuickBooks nor will they restore a deposit record that you deleted in QuickBooks

• What happens if a customer has a different currency in QB than what they have in Tithely Giving?
  We are passing the currency code that we have in Giving 1.0 to Quickbooks the way it is expecting right now. If the customer has their QuickBooks configured properly to handle multiple currencies, everything should work just fine. However, there could be edge cases revolved around a customer who did not have Quickbooks set up properly to handle two, or the currency they were using in Tithely did not match the currency used in Quickbooks. This should be a pretty small proportion of users and the devs can address this if to becomes an issue.

• I have Quickbooks Desktop. Will the integration work for that?
  The Quickbooks Integration is only available for customers who use QuickBooks Online. QuickBooks Desktop is not supported due to the technical limitations of that product. However, if you do have Quickbooks desktop you can export your transactions and deposit data from Tithely and import it as a file into QuickBooks Desktop

Related Articles

• Learn more about the customer creation in Tithely's QuickBooks Online integration.