GivebearSync payouts to QuickBooks Online
Post one balanced journal entry per Stripe payout to QuickBooks Online, with income split by fund and fees as an expense.
The QuickBooks Online integration records each Stripe payout in your books as a single journal entry. The entry debits your bank account for the deposit, debits an expense account for processing fees, and credits income per fund, so QuickBooks matches your bank feed line for line without you retyping anything.
It is available on the Plus and Growth plans. Only organization admins can connect, map accounts, or disconnect; other members see the mapping and sync history read-only.
The sync starts with the first payout after you connect and finish the account mapping. Payouts that were already paid before that are not backfilled.
What one payout becomes
Every payout Stripe sends to your bank produces one journal entry dated on the day the money arrives, so it lines up with the bank feed.
| Line | Posts as | Amount |
|---|---|---|
| Bank account | Debit | The net deposit, exactly what hit your bank |
| Fee expense account | Debit | Stripe processing fees and the Givebear platform fee, combined |
| Income account per fund | Credit | Gross donations to each fund, using the fund's override or your default income account |
| Event tickets income | Credit | Ticket sales, minus any sales tax collected |
| Membership dues income | Credit | Membership enrollments and renewals |
| Sales tax liability | Credit | Sales tax collected on tickets, when you map a liability account |
| Default income account | Credit | Anything else in the payout, such as adjustments |
Refunds reduce the fund they came from. When refunds outweigh gifts to a fund in one payout, that fund's line flips to a debit so the entry still balances. Givebear checks that every entry balances before posting and never posts one that does not.
Donations that cannot be matched to a fund post to your default income account on a line labeled "Unmapped".
The entry's document number is the tail of the Stripe payout ID, and the memo carries the full ID with gross and fee totals, so you can trace any entry back to the payout in Finance.
Connect QuickBooks
Open Settings, then the QuickBooks tab. On the Free plan this shows an upgrade prompt instead; see pricing.
Select Connect QuickBooks and sign in to Intuit. Choose the QuickBooks company you want to post to and authorize Givebear.
Back in Givebear, the tab shows Connected and loads your chart of accounts. Fill in the Account mapping.
Select Save mapping. The button stays disabled until the three required accounts are chosen.
If the connection fails, the page tells you why: you canceled in QuickBooks, the request expired, you are not an admin, the plan does not include the sync, or QuickBooks returned an unexpected response. Try again from the same button.
Map your accounts
Three accounts are required. Syncing does not start until all three are saved.
| Mapping | Account type | Required |
|---|---|---|
| Bank account (deposits) | Bank | Yes |
| Fee expense account | Expense | Yes |
| Default income account | Income | Yes |
| Default class | QuickBooks class | Optional |
| Event tickets income | Income | Optional; uses the default income account when unset |
| Membership dues income | Income | Optional; uses the default income account when unset |
| Sales tax liability | Liability | Optional; when unset, collected tax stays in ticket income |
| Per-fund overrides | Income account and/or class per fund | Optional |
Per-fund overrides let a Building Fund post to its own income account while everything else lands in the default. When your QuickBooks company uses class tracking, you can also set a default class and a class per fund; classes are stamped on income and fee lines, never on the bank line.
Change the mapping at any time and select Save mapping again. Future entries use the new mapping; already-posted entries are not rewritten.
Watch the sync
The Recent payouts table on the same tab lists the latest payouts with date, gross, fees, net, and a status.
| Status | Meaning | What to do |
|---|---|---|
| Synced | The journal entry is in QuickBooks. | Nothing. |
| Pending | The payout was recorded and the entry is being prepared. | Wait for the next sync pass. |
| Failed | QuickBooks rejected the entry or could not be reached. Hover the badge for the error. | Fix the cause if it names one (for example a deleted account), then retry. Failed rows also retry on their own. |
| Skipped | Givebear chose not to post: the mapping was incomplete, the plan lapsed, or QuickBooks was not connected at the time. | Fix the blocker, then retry. |
Admins see a retry icon on Failed and Skipped rows. Retrying re-checks your plan and mapping, so a row skipped for an incomplete mapping posts as soon as the mapping is complete.
Automatic retries
Failed payouts retry automatically every 30 minutes, up to five attempts each. Givebear reuses the payout breakdown it already computed and checks QuickBooks for an existing entry with the same document number before posting, so a retry can never create a duplicate.
When the connection breaks
Intuit rotates the refresh token on every use and expires it after about 100 days without activity. If the token is revoked (for example you disconnect Givebear inside QuickBooks) or expires, the tab shows Reconnect QuickBooks and your organization's contact email receives one alert.
Select Reconnect QuickBooks and authorize the same company again. Your account mapping is kept. Payouts that arrived while the connection was broken show as Failed and retry once you reconnect.
Disconnect
Select Disconnect at the top of the tab and confirm. Syncing stops and your account mapping is removed. Entries already in QuickBooks stay there. Connecting again later starts fresh from that point forward.
What the integration does not do
- No per-donation records. Donors are not created as QuickBooks customers, and gifts are not posted as sales receipts.
- No backfill of payouts from before you connected.
- No QuickBooks Desktop support.
- One fee expense account. Stripe and Givebear fees are combined on a single line.
For the donations, fees, and payouts behind each entry, see donations and finance.