DonorDock's integration with QuickBooks Online is designed to make your work easier by simplifying your data management processes. With this native integration, you can say goodbye to double entry, as DonorDock automatically syncs donations and transactions directly into QuickBooks. This allows you to focus on what matters most—growing your organization and connecting with your donors—without spending hours manually inputting data.
Using DonorDock, new gifts entered are automatically tracked in QuickBooks as sales receipts, ensuring your records are accurate and up-to-date. While the integration focuses on the accounting side, not payments, it helps streamline your financial records by linking donor gifts with QuickBooks sales receipts. Automatically links to sales receipts and gift number for easily navigating your data.
DonorDock lets you map gift fields like Campaign, Fund, and Appeal into QuickBooks Online's Product/Service, Class, Department, or custom fields. For example, set Campaign → Product/Service and Fund → Class, or route either one to Department or a custom field instead. This flexibility gives your finance team the exact categorization they need for proper GL coding. When setting up, have your fund names, class names, and GL numbers ready to align with your QBO chart of accounts.
You can also choose how processing fees show up in QuickBooks. Record them on a separate sales receipt instead of as a line item on the gift, so your revenue and your fees stay cleanly separated for reconciliation.
Picking the right item for those costs got easier, too. Items tied to a Cost of Goods Sold income account appear in the Fee Product dropdown, and setup guidance walks your bookkeeper through which items qualify, so processing costs land in the account your chart of accounts already uses.
You can also use Appeal as the Product/Service name in QuickBooks, giving you even finer control over how each gift is categorized. Gifts entered without an appeal fall back to the default product configured in your QuickBooks Online settings, so every gift always syncs with a home.
DonorDock also supports custom memos and messages on the sales receipts it creates in QuickBooks Online, including merge tags for personalized content. Your accounting records can carry the context your finance team needs automatically, with no one retyping it gift by gift.
Not every gift belongs in QuickBooks Online. Reusable gift filters let you decide which ones sync, using criteria like a custom field value, so only the gifts matching your conditions are sent. Gifts that do not match are held back and sync on a later run once they qualify, and an empty filter syncs every eligible gift. Filters are optional, so nothing changes for your books unless you want it to. Works with both cash and accrual accounting.
DonorDock syncs gift data to QuickBooks when gifts are received. This works seamlessly with both cash-basis and accrual-basis organizations. For accrual-basis nonprofits, the gift data flows into QBO as a sales receipt, and your accountant applies the appropriate revenue recognition treatment within QuickBooks. The integration provides the transaction data—your accounting method is applied in QBO, giving you full control over how revenue is recognized.
Run a gift report in DonorDock for any date range, then compare it against the corresponding sales receipts in QuickBooks. DonorDock's reporting lets you filter by date range, fund, campaign, payment method, gift type, and more. Each synced gift includes the DonorDock gift number on the QBO sales receipt, making it easy to cross-reference individual transactions.
Fix one record without a full re-sync. Sometimes a single gift needs a correction after it has already synced. You can now re-sync an individual sales receipt on demand, so one transaction gets updated in QuickBooks Online without you re-running the whole sync. It is a faster, cleaner way to keep your books accurate when only one record has changed.
Each recurring gift transaction syncs individually as it's received. If a donor gives monthly, each transaction becomes its own sales receipt in QBO. Managing recurring schedules (start, stop, modify) all happens in DonorDock, keeping your donor management and accounting cleanly separated.
Switching from QuickBooks Online as your donor record? DonorDock now supports an initial sync that pulls your QBO customers and transaction history into DonorDock during onboarding. That means you don't have to start from scratch—your past donor and gift data lands in DonorDock cleanly so your team has the full giving picture from day one. After the initial sync, ongoing gifts continue to flow from DonorDock → QuickBooks as your accounting system of record.
For organizations on the professional tier, DonorDock's integrations builder offers additional customization options. Create custom integration scenarios like batch gift deposits on closure, advanced field mapping, or triggered QBO actions based on DonorDock events. Pre-built scenarios are also available to get started quickly.
If you're using QuickBooks Desktop instead of QuickBooks Online, there is still hope! There isn't a native integration for the desktop version of QuickBooks, but DonorDock exports batch gift reports as IIF files that import directly into QuickBooks Desktop—giving you a clean workflow for syncing your data.
Does it work with accrual-basis accounting?
Yes. DonorDock syncs when gifts are received. Whether you recognize revenue immediately (cash basis) or defer it (accrual basis) is controlled by your accountant in QuickBooks. The integration doesn't force either method.
Is this a two-way sync?
No. The integration is one-way: DonorDock → QuickBooks Online. DonorDock is your system of record for donor data; QuickBooks is your system of record for accounting.
Can donors update their own payment info?
Yes. DonorDock's donor portal lets donors update credit cards, modify recurring gifts, and view giving history. Staff can also make changes on behalf of donors. QBO only receives the resulting financial transactions.
How do I set up my chart of accounts for the integration?
Have your fund names, class names, and GL numbers ready. Campaign and Fund are the two DonorDock fields that flow through the integration, so aligning those with your QBO structure makes setup smooth.
