Quickbooks Online Integration FAQ

Do gifts come over for “all time “ once I set the integration up? 

No, we don't channel our inner Marty McFly or Doc Brown. Only gifts entered after the integration will be sent.

What's the best order of operations for setting up integrations?

Best order of operations for getting rolling in Virtuous- including with integrations:

• Create Permission Groups
• Set default Permission Group
• Create Organization Groups
• Assign Contacts to Organization Groups
• Connect integrations
• Invite Users to Virtuous- assign them to Permission Groups and Organization Groups.

Can I test the integration in my sandbox?

Technically, the answer is yes. However, it is strongly discouraged. The reason for this is because the data in your sandbox is completely fake. If you sync your Quickbooks instance with your Sandbox, you will be importing fake data into your real data, which may give your finance folks a heart attack.

How should I structure my projects to best fit the QuickBooks or Integration?

The answer to this is going to be dependent on how you have things set up in Quickbooks. Every project in Virtuous has a unique project code that should be linked to a similar item in Quickbooks- with the same unique identifier. This may be class, account or GL, depending on how you have Quickbooks set up. The best way to figure this out for you, is to consider the project in Virtuous should match where you're putting the money in Quickbooks.

Here's an example: I have a big overall project of Clean Water 2022, this might be my account in Quickbooks. BUT, I also have smaller projects (or subprojects) relating to clean water- so, I might have trash pick-up, advocacy, water filters etc. each of these might be a class (that rolls up into the greater account). In this case, my trash pick-up project in Virtuous would have a unique project code and I would want to match that to the class code I have in Quickbooks. The key thing to keep in mind is that the terms here are going to be dependent on how you have Quickbooks set-up. What we are calling a class may actually be an account in your Quickbooks instance. A best practice might be to write out what items you're tracking in Quickbooks- and how they roll up- then match that to your projects in Virtuous.

Do I have to set up my QBO integration before importing gifts? What happens to gifts I import before the QBO integration is set up?

If you do not set up your Quickbooks integration prior to importing gifts then those gifts will not be sent over to Quickbooks. Best practice would be to set up Quickbooks before importing gifts.

Does my QBO integration ever expire?

For data security purposes the integration connection will expire after 100 days if there are no gifts synced. If your connection (or token) expires, you will see an error message. In this case, it will be necessary to re-authorize the connection.