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      QuickBooks Online Intergation
      • 08 Dec 2023
      • 7 Minutes to read
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      QuickBooks Online Intergation

      • Updated on 08 Dec 2023
      • 7 Minutes to read
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      Article summary

      Use the Admire Quickbooks Integration to connect to Quickbooks Online for seamless data entry from your Admire to your QuickBooks. This eliminates double data entry and can help in managing data between the two programs.

      Admire connects to QuickBooks Online only through Adrenaline.

      1. The first step would be to make sure that you are set up with Adrenaline.

      • Please reach out to your consultant to inform them that you would like to be set up for QBs Online Integration.  
      • Additionally, reach out to your consultant for your Adrenaline url if you do not know it. 
      • Click here for instructions on how to set up users in Adrenaline. 
      • Please make sure that the users who will be doing the QuickBooks Integration get the "Financials" permission.

      2. Once you are logged onto Adrenaline, go to Financials -> Accounting 

      • When you select "Accounting" for the first time you use this feature, the QBs sign in screen will pop-up.  

      • Once you sign in the first time you will not have to sign in again.

      4. You are now in the "Record to Accounting" Screen

      • This screen will only pull up batches that are NOT marked recorded to Accounting.  (If you would like to re-record a batch that was already recorded to Accounting, you would need to delete the record to accounting date in Admire, click here to learn how to do that.)
      • This screen has the ability to deposit up to 10 batches at one time.
        Please Note:
        If this is the first time you are entering batches and/or you are not up-to-date entering batches this screen may be OVERWHELMING as there may be many unrecorded batches.  If this is the case, we recommend that you reach out to your consultant to have the Professional Services Team update your batches so only the relevant ones will load.

      5. Click the dropdown circled in the image and it will give you the different options of batches that you can choose to pull up:


      • Unrecorded Batches - these are all the batches not marked recorded to accounting yet (all the available batches fit into this category)
      • Closed Batches - these batches are unrecorded and also marked closed in Admire (they have a close date)
      • Open Batches - these batches are unrecorded and open in Admire (they do not have a close date)
      • Batches this Week - these are all the unrecorded batches created this week (open and/or closed)

      • Note: Batches in one list can overlap with a different list, however once a batch is recorded to QBs it will no longer appear in any of these lists.

      6. Select which Batches you would like to work with:

      • The small check box on the top of the page allows you select all the batches or none.
      • You can uncheck this box to deselect all the boxes and then choose only one to deposit.

      7. Choose how to group the payments in these batches.  

      • Click the dropdown list under "Group By" to make your selection.
      You can choose to Group By:
      • Occasion and Payment Method - Payments will be grouped both by the Occasion they are in (i.e. Dinner 2023, Tuition 23-24) and by Payment Method (i.e. Check, Cash)
      • Occasion - Payments will be only grouped by the Occasion they are in (i.e. Dinner 2023, Tuition 23-24)  
      • Payment Method - Payments will be only grouped by Payment Method (i.e. Check, Cash)

      Now your batches are listed:

       Each batch is in its own box with the batch name displayed after the small check box

      • The small check box in the corner allows you to select all the lines of your batch at once.
      • Only batches lines that are selected will be entered into QBs.  
      • If you do not want a certain line entered, then uncheck it.

      8. Select which Bank Account in QBs you would like each deposit to go into.  

      • Select from the "Bank" dropdown list for each deposit you have listed.  
      • If the Bank set on the Batch in Admire is found in the QBs list of Banks spelled/typed exactly the same way, it will prefill with that bank.
      • If you forgot to select a Bank it will not allow you to deposit that batch to QBs. It is a required Field.

      9. The default "Deposit Date" will prefill with the deposit date otherwise it will prefill to be the current date.  

      • This will be the date the deposit is recorded in QBs.  
      • If you would like to switch this then use the calendar image button to do so.

      10. The payment lines will now need some data entry.  

      • Some of the data entry is required while some is optional and you can leave it blank. 
      • What data the screen asks for will depend on how you chose to group your payments.  
      Helpful Tip
      The small circle button with a down arrow in it, allows you to fill all the rows in that batch with what is in the top row.


      • These instructions will include all the possibilities (Grouped by Occasion and Payment Method) if you chose a different option then just ignore the parts that do not appear on your screen.
      • Only the information in the light green boxes are getting recorded to QBs.  The other data is for your knowledge and is culled from what you entered into Admire previously.
      • If the Occasion/Payment Method/Class does NOT exist yet in QuickBooks you can easily add it from this screen.
        • Start typing it directly in the search bar (the light green box).  
        • An option will pop up to add this to QB.
      Occasion-
      • This data needs no entry it is culled straight from your Admire and displays the Occasion Name that this payment was applied towards. It does not get recorded to QBs.
      • If you choose to sort by Payment Method only then this field will not appear.

      Received From-
      • This is the QuickBooks deposit "Received From".  It does get recorded to QBs.
      • If you choose to sort by Payment Method only then this field will not appear.
      •  You can select one from the dropdown list.  However QBs does allow you to leave this field blank, so you can leave this field empty and you will still be able to deposit to QBs.  
      • It is the account in which the funds were received from, generally it pulls from the "Customer/Job" list.  
      • We recommend that this matches your Admire Occasion and if it appear exactly like it does in Admire then it will auto match it.
      • If your Admire Occasion names do not match your QBs Customer/Job name you can store the QBs value under Occasion Setup, Accounting Name.
      • Additionally, if you would like we can have this set up to populate the "Class" field in QBs instead of the "Customer/Job" one. Please reach out to your consultant to explore this option if you are interested in it.
      • To learn more about why transferring this Admire data is beneficial click here. 

      Account -
      • This is the income account from your QuickBooks Chart of Accounts where you want the $ going towards.
      • This field cannot be left blank - you must select one from the drop down list and it is not pulling any data recorded in Admire.
      • If this information is always consistent, i.e. Dinner Occasions always go to the income account called "Dinner Income" then you can reach out to your consultant to have our Professional Services Team create it so it can auto-match on this screen.

      Payment Method -
      • The Data in the white box is pulling from the Method field from the payments you entered into the Batch/Deposit in Admire
      • The light green box has the data that will be entered in QBs and will auto fill if both match.
      • If it is not filled then use the drop down list to select what you would like.
      • In QBs this is referred to as the "Pmt Meth." and delineates what kind of payment you are recording (i.e. Cash or Check)
      • If you choose to sort by Occasion only this will not appear.

      Description -
      • This field populates the second Memo field in the QBs deposit screen.  
      • Most of the time Admire leaves this blank.
        • If the payment was not applied to any pledge it will say "UNAPPLIED".
        • If the payment was voided it will say "VOIDED".
        • You can choose to delete what it says and then it will import into QBs without it.

      Class-
      • This is not pulling data from your Admire and is not something that all clients use in QuickBooks.
      • If you use classes you need to select it from the drop down list.
      • If you use Classes in QuickBooks this is where you would select the class in the QB Integration App.  
      • You can set the classes to auto prefill.
        • Select the round button on the top with the icon of a person and select Preferences
        • Select "Accounting"
        • Check off the box next to "Prefill Occasion Name in Class"

      Amount -
      • This data is pulling from Admire and is telling you how much $$$ for this Occasion/Payment Method item line is being deposited to QuickBooks.


      11. If you would like to have the batches that you are recording to QBs closed now when you are entering them then make sure this button on the bottom of the page is slid to show the purple: 

      12. To enter the checked off deposits to QBs select the purple button on the bottom of the page labeled "Enter Deposit" 

      • It will populate with the # of deposits selected i.e. if you have 5 deposits selected it will appear like this: 

      13. If there is data missing it will not allow you to deposit them and will prompt you for the missing info.

      • Once you update the missing info you will need to select the "Enter Deposits" button again.
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