Integrating With QuickBooks Online

Our integration with QuickBooks allows us to create supporting documentation for donations (and other payments from supporters), refunds, expenses, and credits. It also creates and updates contacts when a new contact is added to the Activity Tracker.

Supporting documentation is created for transactions with a positive dollar value and that were processed by Flipcause. This means manual payments (unless a credit card is processed) and free transactions, including volunteer-only transactions, will not pass through the integration.

Please note that we aren't able to transfer funds from Flipcause into your bank account via integration. If you need to transfer funds, you can begin the process of adding your bank account by following these instructions. You can also reach out to your Success Team for assistance!


TYPES OF DOCUMENTATION CREATED DURING INTEGRATION


Sales Receipts

  • For new transactions
  • We'll need to know the “Deposit To” Account and the Product/Service you use for your Sales Receipts.
  • Bank Accounts, Undeposited Funds accounts, and the Flipcause Merchant Account are commonly used for the “Deposit To” account.
  • The Products/Services shown on the Sales Receipts are different from Revenue accounts but are usually linked to them when a Product/Service is created. The integration cannot use the Revenue account directly, only the Product/Service.
  • If a transaction includes a volunteer activity and another activity, such as donation or sponsorship, the transaction will create a sales receipt.
  • Includes processing fees information and Total Net Transaction Amount (or the amount paid after deducting discounts and adding shipping and sales tax) unless it’s requested that there are separate Expense Documents for processing fees.
  • When creating a sales receipt through integration, we can't list the different activities and their amounts separately. Instead, the transaction total is listed. However, the description included will list the activities that make up the total amount of the transaction. The amount listed is the net amount after any discounts, sales tax, or shipping, and it matches the amount seen in the Flipcause Merchant Account.
  • Processing fees are listed as a separate line item on the same sales receipt or can be created as a separate expense.
  • QuickBooks won’t allow expense documents to be created unless an expense account is provided. If there isn’t a specific account for these expenses, we can use a miscellaneous expense account (or another expense account of your choice) to set up the integration. Once you have your preferred account, you can let us know, and we can update the integration.
  • The receipt number and the reference number will be the transaction ID.
  • The description for the transaction total line includes the activities for the transaction, campaign title, and tax-deductible amount.


QBO Sales Receipt - Expense for FC Fees.png


Refund Receipts

  • For refunded transactions
  • We'll need to know the “Refund From” Account and Product/Service you use for your Refund Receipts.
  • Bank Accounts, Undeposited Funds accounts, and the Flipcause Merchant Account are commonly used for the “Refund From” account.
  • The Products/Services shown on the Refund Receipts are different from Revenue accounts but are usually linked to them when a Product/Service is created. The integration cannot use the Revenue account directly, only the Product/Service.
  • Contacts aren’t updated when these documents are created—no new information is provided for contacts when a refund is processed in Flipcause. If the contact is new to QuickBooks, they will be added to QuickBooks as a contact, but the only information added to the contact is the name and email address.
  • The integration will create refund receipts for transactions processed by Flipcause, regardless of whether the original transaction was documented in QuickBooks.
  • To help link both the original and refund transaction, the description of the refund receipt will include the Transaction ID for the original transaction as well as the name of the campaign and the supporter.
  • If your supporter paid the processing fee and you’re refunding it, there will be a separate refund receipt for the processing fee, similar to a separate transaction showing in the Flipcause Merchant Account.
  • The Refund Receipt number in QBO is set as the refund transaction's Transaction ID.


Expenses/Expenditures

  • For payments to Flipcause for various things, such as Flipcause subscription payments, extra websites, and custom subdomains.
  • For expenses, it’s impossible to add Flipcause as the vendor during integration. However, the “Flipcause Expenditure” memo will be added to the refund receipt so it can be identified as being from Flipcause. We will also add "FC" to the beginning of the Reference No. to help make searching for Expenses easier.
  • QuickBooks won’t allow expense documents to be created unless an expense account is provided. If there isn’t a specific account for these expenses, we can use a miscellaneous expense account (or another expense account of your choice) to set up the integration. Once you have your preferred account, you can let us know, and we can update the integration


Journal Entries

  • For credits from Flipcause for things, such as Guaranteed Effective Rate credits.
  • A journal entry will be created since we can't create a Vendor Credit through integration.
  • If you prefer that a journal entry is NOT created or create the documentation yourself, we can remove this part of the integration.


WHAT WE CAN UPDATE FOR QUICKBOOKS

There are 4 types of integration available, with differences revolving around how the Sales Receipts for transactions or activities and processing fees are created:

  1. The Processing Fees and Total Net Transaction Amounts are on the same Sales Receipts.
  2. The Processing Fee is on an Expense document and the Total Net Transaction Amount is on a Sales Receipts.
  3. The Processing Fees and Total Net Transaction Amounts are on the same Sales Receipts.
  4. The Processing Fee is on an Expense document and the Total Net Transaction Amount is on a Sales Receipts.

The asset account and product/service (inventory/non-inventory/service) for Processing Fees and Total Net Transaction Amounts can be different for all of these types.


Donor Information

We can add and update phone numbers, billing addresses, and shipping addresses for QuickBook customers.

  • If a customer is created or updated due to a refund transaction (during the creation of a refund receipt), contact information will NOT be updated since no data is provided during this type of transaction in Flipcause.
  • For data integrity purposes, the shipping and billing addresses will NOT be updated unless all required parts (street address, city, state, postal code) have been added during a transaction.


Display Name, New QuickBook Donors

When adding a contact to QuickBooks, we are required to also create the Display Name. It is the business name if a business name is provided and the first and last name if it is not.

If the Display Name is already in use, we'll create a display name using either the last 4 digits of the Flipcause CID (for new transactions) or the 3 digits of the transaction (for refund transactions).


Refund Receipts

At this time, we can only refund money to a single asset account and against a single line item. For instance, if you have separate line items for donations and Flipcause fees, the refund will only be returned to one of the line items but not both.


EMAIL ADDRESSES AS UNIQUE IDENTIFIERS

If you have more than one customer in QuickBooks who uses the same email, sales receipts will be created for the first customer found by the integration with that email address. This prevents the creation of multiple Sales Receipts for a single donation or activity.

The constituent or donor associated with the transaction must have an email address for the transaction to pass through the integration since this is the unique identifier for Flipcause.

  • A new contact may be created if the contact is in Quickbooks without an email address. Our system and the integration are unable to recognize if two contacts are the same unless they are able to compare email addresses.
  • We understand that this could be a potential issue. However, given the unique identifier mismatch between QuickBooks and Flipcause, this is the only recognized way to prevent a single transaction from creating multiple documents and transactions in Quickbooks.