Put fund, fee and deposit rules around the DonorPerfect gifts your finance team posts to QuickBooks.
Your development team records gifts in DonorPerfect, and finance closes the month in QuickBooks Online. DonorPerfect's own connector posts those gifts as journal entries by GL code. A DonorPerfect QuickBooks Online integration from Autymate adds rules, built for your organization, for what that connector leaves to your team: processing fees against gross gifts, refunds made after posting, restricted gifts on their own accounts and classes, and routing for each chapter or related foundation. A gift with an unclear fund or fee is held for review instead of posting, and Autymate works alongside DonorPerfect's own connector, with each gift type assigned to one system so nothing reaches QuickBooks twice.
Yes, you can integrate DonorPerfect with QuickBooks Online using Autymate. DonorPerfect's Plus and Pro plans also include a native, one-direction DonorPerfect QuickBooks integration that posts gifts as journal entries by GL code. When you connect DonorPerfect to QuickBooks with Autymate, custom rules built for your organization handle what that posting leaves to finance: processing fees and net deposits, refunds after posting, restricted gifts by class, and routing for each chapter or entity.
In a DonorPerfect accounting integration, five gift fields decide how each dollar is booked and traced in QuickBooks.
The GL code is a required gift field for DonorPerfect's connector. It decides the QuickBooks income account, and a gift without one, or with a code nobody has mapped yet, is held on the posting screen with an error until it has a mapped code.
Campaign, solicitation and sub-solicitation codes say which appeal raised each gift. They stay in DonorPerfect, so a QuickBooks report cannot show what the spring appeal or the year-end letter brought in unless a rule writes the code onto each line of the entry.
Card and eCheck gifts processed through DonorPerfect's SafeSave gateway settle in daily batches, and the nightly sync stamps each gift with its Settlement Batch ID and date. The bank receives each batch net of processing fees, a few days after the gifts were made.
One check can be split across GL codes as a main gift with split lines, and a gala ticket can carry a fair market value for the dinner. Both decide how much of a payment is contribution revenue and how much belongs somewhere else.
Every posting run gets a Post ID, stamped on each gift with its QuickBooks post date, and the Post History tab shows who posted what and when. That stamp is the audit trail between a DonorPerfect gift and the journal entry it became.
Chapters sharing one QuickBooks company and a foundation keeping its own follow the same rules.
GL code, restriction, fee and refund rules are written once, so every chapter books a scholarship gift or a gala ticket the same way, and the controller can compare programs line for line across the network.
A chapter with its own operating account gets an approved adjustment to the template for its bank, and the template stays intact for everyone else.
Chapters inside one legal entity post to their own class in a shared QuickBooks company on QuickBooks Online Plus or Advanced. Autymate routes each gift by the DonorPerfect field that already identifies its chapter.
A separately incorporated foundation or affiliate keeps its own QuickBooks company, and Autymate routes its gifts there under the same rules. A chapter that opens next year starts on the template already in use.
Three things DonorPerfect gift data leaves open for finance at every month-end close.
The connector posts each gift at its full amount to the bank account selected in Settings for that run. The SafeSave batch reaches that account days later and smaller, because, as DonorPerfect's own payment training puts it, "your bank account will show numbers minus processing fees." A December 31 online gift belongs in December's books even though its batch lands in January, which is where most year-end cutoff questions start.
Once a gift posts it is locked, and DonorPerfect's training is plain about what follows: the connector has no ongoing sync "to update the gifts after they've been posted." A refund issued in March for a February gift reaches QuickBooks another way. So does a gift recoded from GEN to SCHOL after it posted: DonorPerfect shows the new GL code, QuickBooks keeps the old one, and the restricted balance drifts until someone moves it.
DonorPerfect's training confirms its connector posts neither pledges nor in-kind gifts, so both need their own treatment. Unconditional pledges belong in a receivable, in-kind gifts on their own line as contributed nonfinancial assets, and restricted gifts in net assets with donor restrictions until each restriction is met.
Four limits of the native DonorPerfect QuickBooks sync that decide what a blueprint has to handle.
DonorPerfect describes the connection as a One-Direction API, and every post method, individual, daily summary or monthly summary, creates journal entries in QuickBooks Online. Nothing entered in QuickBooks travels back to the gift record.
In DonorPerfect's training, each posting run deposits to the bank account selected in Settings, one account at a time. A nonprofit with an operating account and a capital campaign account changes the setting between runs, or posts everything to one account and moves the campaign money later.
DonorPerfect's training indicates the unposted list shows gifts from all time for roughly the first 60 days after setup, and only new unposted gifts after that. Older gifts that were never posted are worth confirming with DonorPerfect during setup.
Sync Donors can link each donor to a QuickBooks customer, but it is an optional step, and many finance teams leave donor detail in DonorPerfect, where donor statements and Schedule B records already draw from it.
Your team and accountant approve each mapping, from GL codes and fees to DonorPerfect QuickBooks classes and appeal codes.
| Source | Destination | Example |
|---|---|---|
| GL Code | Income Account | GEN → Contributions - Without Donor Restrictions; SCHOL → Contributions - With Donor Restrictions |
| Restricted GL Code | Program Class | SCHOL → class Programs:Scholarship, or a QuickBooks project for one grant, so restricted money reads by purpose |
| Campaign or Appeal | Line Description | YE26 year-end letter → Year-End Appeal in each line's description, beside the program class |
| Card Gift | SafeSave Clearing | $250.00 online gift → SafeSave Clearing until its batch is deposited |
| Settlement Batch | Bank Deposit | October 6 batch → one deposit that matches the bank, with fees on their own line |
| Processing Fees | Fee Expense | Gross gifts less the deposit → Merchant Fees, never netted out of income |
| Refund After Posting | Reversing Entry | $100.00 refunded in March for a February gift → reversed in March |
| Pledge | Pledges Receivable | $3,000.00 three-year pledge → Pledges Receivable and Contributions - With Donor Restrictions when made; each $1,000.00 payment clears the receivable instead of reaching income twice, and the restriction is released as each year comes due |
| Gala Ticket with Benefit | Two Income Lines | $150.00 ticket, $60.00 dinner value → $90.00 Contributions, $60.00 Special Event Revenue, with the benefit value split onto its own line |
| Chapter or Entity | Class or Its Own Company | Riverside chapter → class Chapters:Riverside; the foundation → its own QuickBooks company |
| Gift ID | Entry Reference | DonorPerfect gift ID → a reference on each entry Autymate posts |
Before a gift posts, Autymate checks its GL code and fund and holds anything unclear for review.
Every period, Autymate counts the month's DonorPerfect gifts against what landed in QuickBooks, so a missing gala gift surfaces before the board report.
A new GL code, appeal or chapter is held for review until it has an approved account, so it never lands in general donations income.
Each gift Autymate posts is matched on its DonorPerfect gift ID, and each gift type belongs to one system, Autymate or DonorPerfect's own posting, so every gift reaches QuickBooks once.
Close checks compare gift totals by GL code with QuickBooks, and each SafeSave settlement batch with its bank deposit and fee line.
A gift held for your team's decision shows its reason, such as a GL code with no approved account, and posts only after approval.
Autymate's team monitors your runs, and support is on hand when a held gift needs a second look.
Six checks that tie each month's DonorPerfect gifts to QuickBooks, the bank and the board.
Clear the unposted list for the month, or explain each gift left on it, including any held back by a missing or unmapped GL code.
Compare the month's gifts by GL code with the income accounts in QuickBooks, using Post IDs to see which DonorPerfect gifts QuickBooks has already received.
Match each SafeSave batch to its deposit, and each check batch entered in DonorPerfect to its deposit slip, so Undeposited Funds and SafeSave Clearing hold only gifts still in transit at month-end.
Agree refunds, voids and recoded gifts on DonorPerfect's adjusted gifts report with the reversing and correcting entries Autymate posts in QuickBooks, dated in the month they happened.
Tie restricted gifts, class by class, to net assets with donor restrictions, with each release posted by an approved rule as its purpose or time restriction is met.
The month's DonorPerfect gift report by GL code ties to QuickBooks income, with pledge payments and gala benefit values as named reconciling items, before the board packet goes out, so neither side keeps its own total.
DonorPerfect's own posting suits one organization with one main bank account, few restricted funds and a finance team content to book fees and refunds by hand. Bring in Autymate when deposits, refunds, restricted gifts or a second QuickBooks company need rules of their own. Autymate works beside the native posting, with each gift type assigned to one system up front, so none reaches QuickBooks twice.
| Approach | Best Fit | What to Plan For |
|---|---|---|
| Native DonorPerfect + QuickBooks Online | One organization on a Plus or Pro plan, with one main bank account | Fees, deposits, refunds after posting, pledges and in-kind gifts booked by hand in QuickBooks. |
| Native Posting + Autymate Rules | Nonprofits that want fees, refunds and restricted gifts handled the same way every month | Each gift type assigned to the native posting or to Autymate, so nothing reaches income twice; on the Pro plan, Autymate connects through DonorPerfect's XML API. |
| Your Own Build on the XML API | A technical team with one specific workflow in mind | DonorPerfect lists Custom API Access on its Pro plan; your team owns development, testing, monitoring and upkeep. |
| Chapters and Related Entities | Networks with chapters, affiliates or a foundation that keeps separate books | Routing to each chapter's class or QuickBooks company, keyed to the DonorPerfect field that identifies the chapter. |
A DonorPerfect QuickBooks Online integration goes live after one closed month passes every check.
List your DonorPerfect plan, post method, bank account, GL code map, classes, chapters and QuickBooks companies, and who posts gifts today.
Settle income accounts, restricted classes, fee and clearing accounts, pledge and in-kind treatment, and what happens to a refund after posting.
Match every active GL code to an approved account and class, and retire or merge codes nobody uses before anything connects.
Run a closed month through: gifts by GL code, one settlement batch to its deposit, a refund, a pledge payment and a restricted gift.
Apply the rules to every month and chapter, with the review queue and monitoring running from the first close.
Autymate reviews your DonorPerfect posting first, then builds rules for what it leaves to finance.
Your post method, bank account and GL code map are reviewed before any rule is drafted, and each gift type is assigned to the native posting or to Autymate, so nothing reaches income twice.
Restricted gifts, fees, refunds, pledges and gala benefits are each mapped on purpose, so DonorPerfect QuickBooks automation never leaves them in a catch-all income account.
No fund, fee or chapter rule goes live until your team and your accountant sign off the blueprint.
Rules name GL codes, Post IDs, settlement batches and appeals, so your development director and your accountant read the same map.
A second giving platform or a grants system can feed the same QuickBooks close; QuickBooks is one of 300+ tools Autymate connects.
One-way.
DonorPerfect describes the native DonorPerfect QuickBooks sync as a One-Direction API: gifts post from DonorPerfect to QuickBooks Online as journal entries, and nothing returns to the gift record. DonorPerfect's integration pages and training describe posting in one direction only. Sync Donors can optionally link donors to QuickBooks customers, but pledge and communication detail stays in DonorPerfect.
As journal entries, by one of three methods: individual, one entry per gift; daily summary, one entry for the day; or monthly summary.
Each gift's GL code decides the income account, a QuickBooks class can be added, and the entry posts to the bank account selected in Settings for that run. Every run gets a Post ID, recorded in Post History.
It depends on volume and how you reconcile.
Individual posting keeps one journal entry per gift for tracing. Daily summary sits closest to SafeSave settlement batches, though a batch holds only card and eCheck gifts and arrives net of fees. Monthly summary suits low volume. With Autymate, you choose it with your accountant in the blueprint, and Autymate builds each deposit and its fee line from the settlement batches whichever method you pick.
Because the connector posts gifts at their full amount, while card and eCheck gifts reach the bank net of processing fees, in daily settlement batches that land one to five days later.
Refunds and voids after posting widen the gap. With Autymate, each SafeSave settlement batch becomes one QuickBooks deposit with its processing fees on their own line, under a rule your accountant approves, so the books match the bank.
It is booked in QuickBooks separately, because posted gifts are locked in DonorPerfect and its connector does not update QuickBooks afterward.
DonorPerfect's adjusted gifts report lists those changes. With Autymate, when a gift is refunded after posting, Autymate posts a reversing entry in the month the refund happened, so QuickBooks matches DonorPerfect.
No.
DonorPerfect's training states that its connector does not post pledges or in-kind gifts. An unconditional pledge belongs in a pledges receivable account, with amounts due in later years recorded as contributions with donor restrictions until they come due. In-kind gifts are reported as contributed nonfinancial assets on their own line. With Autymate, pledges book to a receivable each payment clears, so no payment reaches income twice, and in-kind gifts get their own line, under rules your accountant approves.
Classes usually carry the program or restricted fund, such as Programs:Scholarship, because a class can be set on each line of an entry.
DonorPerfect can map a class on each gift and pass it to QuickBooks. Class tracking needs QuickBooks Online Plus or Advanced, and Plus caps classes and locations at 40 combined, which fills quickly when programs and chapters share it.
DonorPerfect's pricing guide lists QuickBooks Integration on its Plus and Pro suites, not Core, and its QuickBooks Online page lists the United States.
On the QuickBooks side, class tracking needs QuickBooks Online Plus or Advanced. When you connect DonorPerfect to QuickBooks with Autymate, the integration is built around the plans you already have, and on Pro, Autymate connects directly through DonorPerfect's XML API.
No.
The DonorPerfect QuickBooks Desktop path imports DonorPerfect data files and creates bank account and income account entries, and it can send one file's transactions to several bank accounts. The QuickBooks Online connector posts journal entries through a live connection instead. A nonprofit moving from Desktop to Online sets up the Online connector's bank account, post method and GL code map.
Yes, with Autymate.
DonorPerfect does not document posting one database to several QuickBooks companies, and its connector posts to one bank account at a time, switched in Settings. Chapters inside one legal entity usually share a company and post to their own class, while Autymate routes a separately incorporated foundation or affiliate to its own QuickBooks company, by the DonorPerfect field that identifies each chapter or entity.
Yes.
DonorPerfect offers an XML API for approved custom integrations, with Custom API Access listed on its Pro plan, and on Pro, Autymate connects through it to read your gift records directly. On other plans, Autymate works alongside DonorPerfect's own QuickBooks posting, with each gift type assigned to one system so nothing reaches income twice.
A DonorPerfect accounting integration with Autymate starts with a blueprint your team and accountant sign off.
It covers custom rules for fees, refunds, pledges and restricted gifts, SafeSave deposits matched to the bank with fees on their own line, routing for each chapter or entity, a gift ID reference on every entry Autymate posts, a review queue for unclear gifts, and Autymate's team monitoring your runs.
Share one recent month's gifts by GL code, a SafeSave settlement batch and its deposit, plus any refunds since posting. We'll mark what DonorPerfect's own posting covers, then draft the rules to connect DonorPerfect to QuickBooks for the fees, deposits, restricted gifts and chapters it leaves to finance.
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