> For the complete documentation index, see [llms.txt](https://docs.helpyousponsor.com/guides/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.helpyousponsor.com/guides/advanced-features/integrations/quickbooks.md).

# QuickBooks

Connect Gratona to QuickBooks Online to keep fundraising activity and accounting records aligned without entering the same information twice.

## What the integration covers

| Gratona                 | QuickBooks Online | Notes                                                                                                       |
| ----------------------- | ----------------- | ----------------------------------------------------------------------------------------------------------- |
| Donor                   | Customer          | Field mappings and matching-email behavior are configured per program.                                      |
| Recipient               | Service Item      | Program fields, item category, income account, and class can be mapped.                                     |
| Donation                | Sales Receipt     | Recipient and additional-gift items, deposit account, and class determine the accounting detail.            |
| Successful refund       | Refund Receipt    | The refund is a separate financial event; the original Sales Receipt remains unchanged.                     |
| Supported Stripe payout | Deposit           | Gratona previews the payout equation and posts one idempotent deposit when every prerequisite is satisfied. |

Each program has its own sync direction:

* **Gratona → QBO** sends supported Gratona changes to QuickBooks.
* **QBO → Gratona** applies supported, verified QuickBooks webhook changes to Gratona.
* **Two way** enables both directions and is the default.

Deletion mirroring is controlled separately in each direction and is off until an administrator enables it. QuickBooks Customers and Service Items are deactivated rather than permanently deleted; Sales Receipts can be deleted.

The integration also includes a zero-write historical preview and approval flow, durable attempt history, automatic and manual recovery, conflict review, connection health, company-switch protection, and supported Stripe payout reconciliation.

## Use these guides

1. [Connect QuickBooks Online](/guides/advanced-features/integrations/quickbooks/connect-to-helpyousponsor.md).
2. [Configure programs and mappings](/guides/advanced-features/integrations/quickbooks/configure-programs-and-mappings.md).
3. Review the detailed record guides for [donors and Customers](/guides/advanced-features/integrations/quickbooks/adding-donors-customers.md), [recipients and Service Items](/guides/advanced-features/integrations/quickbooks/recipients-service-item.md), [donations and Sales Receipts](/guides/advanced-features/integrations/quickbooks/donations-sales-receipt.md), and [currency](/guides/advanced-features/integrations/quickbooks/synchronized-currency.md).
4. Use [Financial sync and reconciliation recovery](/guides/advanced-features/integrations/quickbooks/financial-sync-and-recovery.md) for historical data, refunds, disputes, sync issues, and Stripe payouts.

{% hint style="warning" %}
Always confirm the QuickBooks company shown in Gratona before approving a historical run or posting a payout. Switching companies quarantines unfinished work and requires the program mappings to be configured again.
{% endhint %}