Record to Accounting: Set up Guide

Using Admire’s Record to Accounting feature eliminates double entry of financial data and thereby minimizes errors.  It also assists in cross-referencing the data in both programs.

With QuickBooks Online, Admire directly connects enters the Admire Batches into QuickBooks as deposits.  

With QuickBooks Desktop, Admire generates an export which can then be directly entered into QuickBooks via our Admire/QuickBooks Utility App.  Note: if you use a bookkeeping program other than QuickBooks you can export your financial data using this process as well.

Individual Payments are not transferred to QuickBooks rather the payments are grouped together within each Batch.  

When Recording to Accounting, Admire takes the payments listed in each Batch and groups them according to your Record to Accounting settings.  It then transmits this information into a QuickBooks deposit, filling in the appropriate QuickBooks fields (see Step Two for more details).

Connecting your Admire to your QuickBooks:

Step One, Settings:

• Select from the top right bar to access Admire Settings.

• Choose from the left sidebar of Setting Options.

• Use the dropdown under to select the QuickBooks version you are using.

  

For QuickBooks Desktop:

• Choose Quickbooks Desktop from the list

• Click on .

• Proceed to Step Two.

For QuickBooks Online:

• Choose Quickbooks Online.

• Click .

• This will take you to the QuickBooks login screen.

• Log in with your QBs username and password.

• Now in Admire it should show that you are .

• Make sure to  .

• Proceed to Step Two.

Other:

• Choose Other if you use a bookkeeping program other than QuickBooks.

• This will allow you to view batches with payments grouped & allow you to mark batches as recorded.

• Make sure to  .

• Proceed to Step Two.

Step Two, Mapping:

When connecting to QuickBooks, Admire takes certain Admire information and plugs it into the QuickBooks deposit screen.  Some of this information is straightforward like the Bank Name and Payment Method, while other parts are more customizable and require mapping. When you Map, you are telling Admire what part of the Admire data matches to which part of your QuickBooks data.  

For example: by mapping the QuickBooks Account to Campaign you are telling Admire to select the QBs income account that is named with the same name as the Admire Campaign name.

Mapping on Accounting Settings Screen:

• Go to the Accounting Settings screen, (same screens as Step One).

Note: The following will pull from your Admire directly and do not need mapping:

• Account/Bank Account: [Orange box below]

• Payment Method: [Yellow box below].

  

• There are three fields in QuickBooks that can be mapped to fill with Admire data.  Only Account is mandatory.

  • Quickbooks Account: [Blue box above](Income) Account, from the QBs chart of Accounts.

  • Quickbooks Customer: [Green box above] Received From.

  • Quickbooks Class:[Pink box above]Class.

• Use the dropdown to select which Admire Name should match which QuickBooks field.

  • • If you do not use a field/do not wish to match it, choose ‘Leave Blank’.

    • (See QBs sample Deposit Screen below for clarification.)

• The Dropdown Options:

  • Campaign Group Category -  A general option that only takes the Category of the Campaign Group, example Donation or Collectible.

  • Campaign Group - This option only takes the Campaign Group of the payments, example Dinner.

  • Campaign - The most specific options which is the actual name of your Admire Campaign, example: Dinner 2024.

    Note: The payments in the batch will get grouped according to the most detailed of the choices made in the mapping.  

    Example: If you choose to only map to ‘Campaign Group’ and not ‘Campaign’ the payments will only be grouped according to ‘Campaign Group’.

Learn more about Campaigns/Campaign Groups here.

What if what I have in Admire does NOT MATCH QuickBooks exactly?

There is a place in Admire called Accounting Name, where you can mark down what the exact QuickBooks name is. This will override what Admire usually calls it for Recording to Accounting purposes.

This is available for the following:

• Account/Bank Account

• Payment Method

• Campaign Group

• Campaign

In the setup screen for each of these there is a box labeled Accounting Name.

Type the exact words that appear in QuickBooks which refer to this specific Admire data piece in this box.

Example:  This is in the Campaign Group Setup screen.