Connect Zeffy to Quickbooks Online

Zeffy's QuickBooks Online (QBO) integration automatically syncs your payouts to QBO. When a deposit lands in your bank account, QuickBooks already has a matching entry — broken down by campaign — ready to reconcile with one click.

How it works

When Zeffy issues a payout, it creates a Deposit in QuickBooks Online with a line-by-line breakdown of each campaign's revenue. When your bank feed imports that same payout, QuickBooks auto-matches it to the Deposit Zeffy already created. Your treasurer simply clicks Match — no manual categorization needed.

Alternatively, you can connect Zeffy to Quickbooks through Zapier. See Integrating Zeffy with Zapier for setup instructions.

Step 1 — Connect to QuickBooks

1. Go to Finance > QuickBooks

2. Click Connect to QuickBooks

3. Complete the QuickBooks OAuth login

4. Once connected, your QuickBooks company name will appear along with a Disconnect button

Note: Disconnecting pauses syncs but keeps all your settings (bank account and campaign mappings) saved. Reconnecting to the same QuickBooks account picks up right where you left off. If you connect to a different QuickBooks account, your bank account and campaign mapping settings will be reset — you'll see a warning before this happens.

Step 2 — Select your bank account

1. In the QuickBooks Bank Account section, open the dropdown

2. Select the bank account where your Zeffy deposits appear in QuickBooks

3. Click Save

This is the account Zeffy will post Deposits to each time a payout is issued.

Step 3 — Map your campaigns

This is where you link each Zeffy campaign to the right QuickBooks income accounts. The mapping table lists all your campaigns with up to three fields:

• QB Account (required) — the Income Account where revenue from this campaign is categorized

• QB Class (optional) — department or program classification, if your organization uses Classes in QuickBooks

• QB Product/Service (optional) — item-level tracking, if applicable

Class and Product/Service columns only appear if your QuickBooks account has them set up.

1. For each campaign, select a QB Account from the dropdown

2. Optionally assign a Class and/or Product/Service

3. Click Save when you're done — you can save and return later even if some campaigns are still unmapped

Note: If your organization uses Funds, donation campaigns are mapped at the fund level instead of the campaign level. Ticketing, membership, and other campaign types are always mapped at the campaign level.

Campaigns without a QB Account assigned are flagged with a ⚠️ icon. Transactions from unmapped campaigns will appear as "Uncategorized" in QuickBooks — the sync won't be blocked, but mapping everything keeps your books clean.

Additional donations and tax-deductible portions

A separate catch-all mapping row covers:

• Additional donations collected on ticketing and membership forms

• Tax-deductible portions of ticket sales (the amount above fair market value)

Configure this once in the campaign mapping table — it applies automatically across all campaigns.

Warning banners

If something needs attention, a red indicator appears on the Finance section and the QuickBooks tab. Common warnings include:

• No bank account selected — Step 2 needs to be completed before syncs can run

• Unmapped campaigns — One or more campaigns aren't linked to a QB Account; those transactions will appear as Uncategorized in QuickBooks

• Broken mapping — An Income Account assigned to a campaign has been deleted or deactivated in QuickBooks

Email notifications

Zeffy will send you an email if:

• A sync fails (for example, due to an expired QuickBooks connection or API error)

• A mapping is broken because a QuickBooks Income Account was deleted or deactivated

• A synced payout included transactions from unmapped campaigns

Things to know

• One-way sync only — Zeffy pushes data to QuickBooks. Changes made in QuickBooks don't sync back to Zeffy.

• Future payouts only — the integration syncs payouts from the moment it's activated. Past payouts are not retroactively synced.

• No refund sync — refunds are not synced automatically and should be handled via journal entries directly in QuickBooks.

• Payout-level sync — Zeffy creates one Deposit per payout, broken down by campaign or fund. Individual transactions are not pushed to QuickBooks.