QuickBooks integration

If your church uses QuickBooks Online for accounting, the native integration kills double-entry: each donation lands in your books automatically.

Connect QuickBooks

Integrations → QuickBooks → Connect.
Log into QuickBooks (OAuth).
Authorize the scopes we ask:
- Read accounts and classes
- Create Sales Receipts
- Create Customers (for new donors)
Initial mapping:
- Bank account in QB receiving payouts
- Expense account for Stripe fees
- Income account per fund (Tithe, Missions, Building)
- Class or location per campus (optional but recommended in multi-campus)

What syncs, when

Ministrium event	QuickBooks action	Frequency
Donation charged	Sales Receipt + (if new) Customer	Real time
Refund	Refund Receipt	Real time
Payout arrives at bank	Bank Deposit + clear Sales Receipts of the period	Daily
Stripe fee	Expense	With the payout

The accounting model

For each donation, in QuickBooks:


Sales Receipt #M-2026-04-15-00128
  Customer: Juan Pérez (juan@example.com)
  Date: 2026-04-15
  Class: Downtown Campus
  Items:
    Tithe - 100.00
  Payment Method: Stripe Card
  Deposit To: Stripe Clearing Account

And when the payout arrives:


Bank Deposit #M-2026-04-22
  From: Stripe Clearing Account
  To: Operating bank
  Amount: 4,287.50
  Memo: Stripe payout po_2025_04_17

This reproduces the real flow: money passes through Stripe before reaching the bank. The clearing account zeroes out after each payout.

Donors in QuickBooks

For every new donor in Ministrium, a Customer is created in QB. Includes:

Full name
Email
Phone
Tags: recurring-donor, 501c3-receipt

If the donor already existed in QB with the same email, it’s reused (no duplicate).

Conflict resolution

If you edit a donation in Ministrium after sync:

A Journal Entry adjustment is created in QuickBooks.
Change log lives in Integrations → QuickBooks → Audit.

If someone deletes a Sales Receipt directly in QuickBooks:

Ministrium detects the inconsistency on the next sync (every 6 hours).
Notifies finance by email to resolve.

Limits

QuickBooks Online only, not Desktop. For Desktop, export CSV monthly.
If your QB is configured in MXN and you receive USD, configure the exchange rate before connecting.
Multi-tenant in QB is not needed: each church connects its own QB.

Before the first month in production

Test the integration with a couple of test donations first. Verify your bookkeeper can see and understand the QB records. Adjust the mapping if needed. Once in production, structural changes require manual reconciliation of what’s already synced.

Support

For QuickBooks-specific questions, Ministrium support can help. For accounting questions (how to categorize X), consult your bookkeeper.