Overview
TaxReceipt.app integrates with QuickBooks Online so you can pull donation transactions directly instead of exporting and uploading CSV files.
Connecting Your Account
- Navigate to Import Data and choose QuickBooks as the data source.
- Click Connect to QuickBooks -- you will be redirected to Intuit's authorization page.
- Sign in to your QuickBooks account and grant read-only access.
- After authorization you are returned to TaxReceipt.app with the connection active.
The connection persists until you disconnect it or revoke access from within QuickBooks.
Selecting Income Accounts
After connecting (and any time you want to change the filter), choose which income accounts contain donation transactions:
- The system fetches your chart of accounts and displays income-type accounts.
- Accounts with "donation," "gift," "contribution," or "pledge" in the name are pre-checked for you -- review and adjust with Select All / Deselect All or by checking individual accounts.
- Only transactions from selected accounts are imported.
Choosing What to Import
Before picking a date range, choose which QuickBooks transaction types to pull in -- Deposits, Sales Receipts, and/or Payments are each toggled independently, so you can select more than one. A Customer Enrichment option (on by default) looks up each transaction's linked QuickBooks customer to fill in donor name, email, and address.
Next, pick the fiscal year to import: the list shows each available year with Current Year and Complete labels so you can tell which ones QuickBooks has finished posting to. Selecting a year sets the date range automatically -- there's no manual start/end date entry.
Importing Transactions
The preview screen summarizes what was found: total transactions, new records, previously-imported (skipped) records, and the total dollar amount. Each new transaction is listed with a checkbox (all new records are selected by default) so you can deselect any you don't want to bring in, then click Import.
After import, you're asked to choose how transactions become receipts: Per Donor (recommended -- combines every transaction for the same donor into one receipt) or Per Transaction (a separate receipt for each). From there you can review the imported data directly or continue to field mapping, which uses the same auto-matching and saved templates as file imports -- see Field Mapping.
Re-Importing
The preview screen also flags transactions that were already imported in a previous session. If you need one of them anyway (for example, it was skipped by mistake), click Re-import next to the warning to open a dialog listing every skipped transaction, select the ones you want, and bring them in alongside the new records.
Disconnecting
To remove the QuickBooks connection:
- Go to Data Sources in the sidebar.
- Click Disconnect on the QuickBooks connection.
- Existing imported data is not affected; only the live connection is removed.
Troubleshooting
Authorization fails
Make sure pop-ups are allowed in your browser. QuickBooks uses a pop-up window for OAuth.
Missing transactions
Verify the correct income accounts are selected and the fiscal year range covers the expected dates.
Token expired
Connections may expire after extended inactivity. Reconnect using the same steps above.
Related
- Field Mapping -- how the mapping screen works for QuickBooks-sourced batches
- CSV Format -- the alternative when you don't use QuickBooks
- Import Templates -- save a mapping for reuse