Send donations to QuickBooks Online

Donately does not have a native QuickBooks integration. There is no QuickBooks option on the Integrations page and nothing to connect there. The supported route is Zapier, which both products connect to.

If you would rather not run a Zap, the alternative is exporting donations and importing them into QuickBooks periodically. See Export your data.

What it costs

Zapier's QuickBooks Online connection is a premium app, so it needs a paid Zapier plan. Zapier offers a nonprofit discount, so check their nonprofit page before paying list price. Their pricing changes, so treat Zapier's own pricing page as authoritative.

Decide what you want created

The usual setup is a Sales Receipt in QuickBooks for each donation, optionally attached to a Customer record for the donor. You can also create Invoices or Products if your bookkeeping works differently. Agree this with whoever keeps your books before you build it, because changing it later means reconciling whatever the Zap already created.

Build the Zap

1. Sign in to Zapier and create a new Zap.
2. For the trigger, search for Donately and choose the new donation trigger.
3. Connect your Donately account. Zapier asks for credentials once. See Connect Donately to other apps with Zapier for where to find your API token and Account ID.
4. Let Zapier pull in a sample donation so you have real fields to map. If your account has no donations yet, record one by hand first. See Record a donation by hand.
5. Add QuickBooks Online as the action and sign in to it.
6. If you want gifts attributed to a donor record, add a find-or-create Customer step first, matched on the donor's email. Skipping this leaves receipts unattached to any customer, which is fine if your bookkeeping does not need donor-level detail.
7. Add the Sales Receipt step and map the donation fields: amount, date, the donor, and whichever income account and product or service your bookkeeping uses.
8. Test the Zap, check what appeared in QuickBooks, then turn it on.

Before you switch it on

Test with one donation and look at the result in QuickBooks. Mapping a gift to the wrong income account is tedious to unpick once a few hundred have flowed through.

Decide how you handle refunds and failed recurring charges. The new-donation trigger fires on gifts coming in. It does not reverse anything, so refunds need either a second Zap on the donation-updated event or a manual adjustment.

Watch for duplicates. If you also import donations into QuickBooks by hand or by CSV, running a Zap at the same time will double-count.

Other options

For anything Zapier cannot express, post donations to your own endpoint with webhooks and push to QuickBooks from there.