QuickBooks Online

Connect QuickBooks Online and Fundrly keeps your books in sync automatically — no exports, no spreadsheets, no monthly data entry. Each completed gift (including monthly renewals and in-person Tap to Pay gifts) posts the moment it succeeds. Most platforms charge extra for this, or send you to a paid app in the QuickBooks store; in Fundrly it's included, like every integration.

What happens to each gift

The donor is matched to a QuickBooks customer by email (or created if they're new), and the gift is recorded as a sales receipt for the full amount they were charged — marked non-taxable, since donations aren't taxable sales. Stripe's processing fee is booked as an expense to the account you choose. (Fundrly takes no platform fee, so there's no Fundrly-fee expense.)

The clearing account — and why it matters

This is the key to accurate, reconcilable books, so it's worth understanding. A $100 gift never arrives as $100 in your bank: Stripe keeps roughly $3.20, so about $96.80 is actually deposited.

If Fundrly booked the full $100 straight to your checking account, your books would claim $100 arrived when only $96.80 did — they'd never match your bank statement. If it booked only the $96.80, your income would be understated and you'd lose the record that the donor actually gave $100 (which matters for receipts and year-end statements).

The clearing account solves both. It's a holding account that receives the full gift, then the Stripe fee flows out of it as an expense:

• + $100.00 — the full gift, recognized as income
• − $3.20 — Stripe fee (expense)
• = $96.80 — exactly what Stripe deposits to your bank

So your income is recorded in full AND the leftover equals your real payout. Leave the clearing account blank and Fundrly creates one called “Fundrly Clearing” for you — recommended unless your accountant already uses a Stripe clearing/undeposited account you'd rather point at.

Reconciling with your bank (and automatic payouts)

Stripe doesn't deposit each gift separately — it nets everything together and sends one lump-sum payout to your bank every day or two. To make that reconcile cleanly, map your real bank account under “Bank account (where Stripe pays out)” in the connection settings. Then every time a payout lands, Fundrly automatically records a single transfer from your clearing account into that bank account, for the exact payout amount.

That one transfer is all you match during reconciliation: it drains the clearing account back toward zero — so your income is recorded in full, your fees are booked, and your books tie out, with no month-end fee math.

If your Stripe account also processes non-Fundrly payments (merch, events, services, or your own website's giving form), don't worry — by default Fundrly moves only the donation portion of each payout from clearing. Your other sales stay untouched for your regular bookkeeping. The transfer is the Fundrly slice of the deposit, not the whole lump sum. (If you'd rather Fundrly reconcile your entire Stripe account, see “Reconcile your whole Stripe account” below.)

Reconcile your whole Stripe account (optional)

Some organizations run other giving through the same Stripe account — most often a custom form on their own website — and want all of it in QuickBooks, not just gifts made through Fundrly. Turn on “Reconcile my entire Stripe account” in the QuickBooks connection and Fundrly will also book every non-Fundrly charge, fee, refund, and account-level Stripe fee, then transfer the full payout to your bank. Your whole deposit reconciles, not just the Fundrly slice.

These external charges are booked to QuickBooks only — they never appear in Fundrly's donors, recurring, or reports. Fundrly recognizes its own gifts and skips them, so nothing is ever double-counted.

To route external charges to the right income accounts, Fundrly reads the campaign from your charge's Stripe metadata — and, for recurring (subscription) charges, from the subscription's metadata, since Stripe doesn't copy that onto the charge. Set which metadata field names the campaign (for example campaign_slug), click “Scan Stripe for campaigns” to list the ones it finds, and map each to an income account. Anything unmapped posts to the default income account you choose — so a brand-new campaign's first deposit reconciles safely even before you've mapped it; map it and future charges route correctly.

Posting campaigns to different accounts

By default every gift posts to your one donation income account. But you can give any campaign its own income account — useful for fund accounting (a building fund, a scholarship fund, a missions fund) where the board wants each tracked separately on your Profit & Loss. Open the QuickBooks connection and, under each campaign, pick the account its gifts should post to; anything left on “Default” uses your main donation account. This works on every QuickBooks plan, since it only uses accounts.

If your QuickBooks plan has class tracking turned on (Plus and Advanced), you'll also see a class option per campaign — a lighter-weight way to get program/fund reporting without creating a separate account for each. Use whichever fits how your accountant likes to report.

Monthly gifts and renewals

Unlike email tools (which only sync a donor once), QuickBooks receives every charge — the first monthly gift and each renewal — because every payment is real income that belongs in your books. Each renewal posts its own sales receipt on the day it's charged.

Refunds

When a gift is refunded — whether you do it in Fundrly or directly in Stripe — Fundrly posts a matching refund receipt that reverses the income and reduces the clearing account, so your books stay correct automatically. Partial refunds post the partial amount. You can turn this off in the connection settings if you'd rather record refunds yourself in QuickBooks.

Setup

1. 1On the Integrations page, click Connect QuickBooks and approve access — no keys to copy.
2. 2Choose your donation income account and Stripe-fees account (the two required). Fundrly charges no platform fee, so no Fundrly-fees account is needed.
3. 3Optionally pick a deposit/clearing account (or let Fundrly create “Fundrly Clearing”), your bank account for automatic payout transfers, per-campaign accounts, and toggle automatic refund recording.
4. 4Save. New gifts post automatically; the Sync activity feed shows every one, with any errors.