The QuickBooks integration connects Givebacks directly to your QuickBooks Online account so your financial data stays in sync automatically. Instead of entering the same information in two places, you can use QuickBooks as the source of truth for account codes while Givebacks automatically records payouts in QuickBooks for you.
Admins can manage QuickBooks from Financial Management > Stripe Settings.
What the integration does
Once your organization connects QuickBooks Online to Givebacks, two main things happen:
Your QuickBooks Chart of Accounts becomes your account codes in Givebacks.
Your Givebacks payouts are automatically recorded in QuickBooks.
This helps reduce duplicate work, keeps financial records aligned between systems, and makes payout tracking easier for admins and bookkeepers.
How to connect QuickBooks
Go to Financial Management > Stripe Settings.
Find the QuickBooks card.
Click Connect or Purchase Integration.
Sign in to your QuickBooks Online account and complete authentication.
After authentication, you will be returned to Givebacks, and the integration will show as connected.
There is no additional setup required after a successful connection.
How to disconnect QuickBooks
Go to Financial Management > Stripe Settings.
Find the QuickBooks card.
Click Disconnect.
Review the warning that your imported account codes will be cleared.
Confirm the disconnect.
Once disconnected, QuickBooks syncing stops and Givebacks no longer treats QuickBooks as the source of truth for account codes.
What changes after you connect
Account codes
After connecting, your organization's account codes come directly from QuickBooks and stay synced automatically. If you add, rename, or remove an account code in QuickBooks, that change will appear in Givebacks without any manual update.
Because QuickBooks becomes the source of truth:
The Account Codes page in Givebacks becomes view-only.
Admins can still see account codes in Givebacks, but they cannot add or edit them there.
If your organization already had account codes set up in Givebacks before connecting, those existing Givebacks-managed codes are removed.
If items such as products, fundraisers, or memberships were previously tagged with older Givebacks-only account codes, the old code name will still remain visible for reference. However, those old codes are no longer active or usable going forward.
If your organization later disconnects QuickBooks, the synced account codes are cleared and the Account Codes page becomes editable again.
Payout syncing
Every Givebacks payout is automatically recorded in QuickBooks as a deposit.
On the Payouts page, admins will also see:
Completed status for payouts that successfully synced to QuickBooks
Not Completed status for payouts that have not
A banner reminding them that payouts are syncing to QuickBooks
If your organization disconnects QuickBooks, payout syncing stops immediately.
What gets created in QuickBooks
Each Givebacks payout creates one deposit in QuickBooks.
The deposit date matches the date the money actually arrived through Stripe.
This is the Stripe payout date, not the Givebacks processing date.
The deposit goes into whichever account in QuickBooks is marked as a Bank-type account.
If the organization has more than one Bank-type account in QuickBooks, the deposit goes to whichever one QuickBooks returns first. If funds seem to be landing in an unexpected place, checking for multiple bank accounts in QuickBooks is a good first troubleshooting step.
Deposit line details
Inside that single QuickBooks deposit, each payout item gets its own line instead of being grouped into one lump total. This gives customers a clearer breakdown of what made up the payout.
Each deposit line can include:
Amount: The organization's Your Share amount for that payout item, not the full transaction amount.
Description: The item's name, with its category added in brackets if one exists.
Account code: If the Givebacks account code matches an account number in the customer's QuickBooks chart of accounts, that matching account is used.
Class: If the organization uses QuickBooks classes, the class is attached automatically. QuickBooks classes are a native QuickBooks feature used for internal reporting, such as tracking income by department, team, or program.
For example, an organization might use classes like:
Sports Boosters
8th Grade Trip
Drama Club
Classes are separate from account codes. Most organizations will not have this configured, and nothing needs to be set up in Givebacks to use it. If an organization already uses classes in QuickBooks, Givebacks will attach them automatically where applicable.
What happens when an account code does not match
If a payout item's Givebacks account code does not match anything in the customer's QuickBooks chart of accounts, the line posts to an Undefined account instead.
QuickBooks does not surface this as an error, so it can be easy to miss. If a customer says their QuickBooks totals or reporting look wrong, this is one of the first things to check.
Customer attribution and traceability
Every QuickBooks deposit created from Givebacks is attributed to a single Givebacks customer record in QuickBooks. This helps all Givebacks-related income roll up under one consistent customer name in reporting.
Each deposit also includes a note linking back to the original payout in Givebacks, making it easier to trace where the deposit came from.
Who has access
Availability depends on the organization's type and plan.
Questions? Click the "?" icon to contact Givebacks Support.