Bloomerang CRM can automatically sync sales receipts from QuickBooks Online.
When you set up this integration, Bloomerang CRM monitors QuickBooks Online fundraising accounts you designate for new or changed sales receipts. If a sales receipt matches a rule that you configure, the sales receipt syncs to Bloomerang CRM as a donation.
This is a one-way sync from QuickBooks Online to Bloomerang CRM.
Note: Bloomerang CRM supports two separate QuickBooks integrations: QuickBooks Online to Bloomerang CRM, and Bloomerang CRM to QuickBooks Online. Both are one-way syncs from the system of record. You can enable either or both integrations. If you enable both, the system of record is maintained for each sync, and the integrations work in harmony. For more information, read QuickBooks Online Integrations.
In this article:
How It Works
In Bloomerang CRM, select which QuickBooks income accounts that you use for fundraising. Next, add mapping rules for those QuickBooks accounts and associated service items. These rules control which sales receipts sync to Bloomerang CRM. Rules also control which Bloomerang CRM fund, campaign, and appeal apply to synced donations.
After you enable the sync, Bloomerang CRM actively monitors those QuickBooks fundraising accounts. New QuickBooks sales receipts that match your mapping rules automatically sync to Bloomerang CRM as donations. Changes to QuickBooks sales receipts sync to Bloomerang CRM donations. Bloomerang CRM also creates a new constituent for synced donations unless a constituent already exists.
Bloomerang CRM locks some fields in synced donations so that QuickBooks remains the system of record (the authoritative source of data). This means you must use QuickBooks to edit synced donations.
In Bloomerang CRM, you can pause and resume the sync.
Sync Restrictions
Sales receipts always sync to Bloomerang CRM as donations. Sales receipts do not sync as pledges, pledge payments, recurring donation payments, or membership payments.
Only single-line receipts sync to Bloomerang CRM. Multi-line sales receipts do not sync as single donations, multiple donations, or split payments.
Before You Begin
Before you can sync sales receipts from QuickBooks Online, you must first connect Bloomerang CRM to your QuickBooks Online account. For information, view Connect to QuickBooks Online.
Add and Manage Mapping Rules
To sync sales receipts from QuickBooks Online to Bloomerang CRM, you must add mapping rules. Only sales receipts that match these rules sync to Bloomerang CRM as transactions.
You can also set up Do Not Sync rules. Sales receipts that match this type of rule don’t sync to Bloomerang CRM.
To add a mapping rule:
Select Settings.
Select Integrations.
Click Integrated Partners.
Click Settings.
In the QuickBooks to Bloomerang CRM section, click Configure.
Click Fundraising Accounts.
Select one or more QuickBooks income accounts that you use for fundraising,
Click Save.
Click Add Rule.
Select these QuickBooks settings:
Service Item — QuickBooks service items linked to the QuickBooks fundraising accounts you selected. Select All Service Items to apply this rule to all service items and sales receipts connected to the fundraising accounts.
Class (Optional) — QuickBooks categories that you use to track transactions from different business segments
Location (Optional) — QuickBooks categories that you use to track transactions from different business locations (such as regions and departments)
Select these Bloomerang CRM settings:
Fund — Which Bloomerang CRM fund to apply to transactions synced from QuickBooks Online
Campaign and Appeal (Optional) — Which Bloomerang CRM campaign and appeal to apply to donations synced from QuickBooks Online
If sales receipts that match this rule should not sync to Bloomerang CRM, select Do Not Sync.
Click Save.
Repeat these steps to more rules.
Reorder Mapping Rules
If you have multiple rules, click the up or down arrow to reorder rules.
Mapping rules are applied in order from first to last. This means a sales receipt syncs using the first rule it matches and not with any other rules. Make sure that rules with more specific settings appear before other rules in the list.
You can reorder the rules to make sure specific transactions map correctly. If a sales receipt doesn’t match any rules, it doesn’t sync.
Delete Mapping Rules
To delete a mapping rule, expand the rule and click Delete Rule.
Note: If you delete a mapping rule, a Bloomerang CRM donation created by that rule updates based on which remaining rule it matches. If the donation no longer matches any rules, it doesn’t update.
Enable the Sync
After you add one or more mapping rules, enable the sync.
To enable the QuickBooks Online to Bloomerang CRM sync:
Select Settings.
Select Integrations.
Click Integrated Partners.
Click Settings.
In the QuickBooks to Bloomerang CRM section, click Configure.
Click Enable Sync.
After you enable the sync, sales receipts that match your mapping rules automatically sync to Bloomerang CRM as donations. You can see which donations were created from a sync.
On the Settings > Integrations page, the status is now Sync Active.
Note: If an unexpected connection issue happens, Bloomerang CRM continues to actively monitor your QuickBooks account for changes if QuickBooks Online continues to send data to Bloomerang CRM.
Pause the Sync
You can pause the sync. While the sync is paused, new and updated sales receipts don’t sync to Bloomerang CRM.
When you resume the sync:
Edits made to sales receipts while the sync was paused don’t sync to Bloomerang CRM if the sales receipts already have a Bloomerang CRM donation.
New sales receipts created while the sync was paused don’t sync to Bloomerang CRM. However, if you edit these sales receipts in QuickBooks Online after you resume the sync, those sales receipts sync to Bloomerang CRM as new donations.
To pause the QuickBooks Online to Bloomerang CRM sync:
Select Settings.
Select Integrations.
Click Integrated Partners.
Click Settings.
In the QuickBooks to Bloomerang CRM section, click Configure.
Click Manage Sync.
When asked to confirm, click Pause Sync.
On the Integrations page, the sync status is now Sync Paused.
Next Steps
After you enable the sync, you can:
View the QuickBooks Online status for each donation. Donations synced from QuickBooks Online have the status Synced from QuickBooks. Other statuses tell you whether a donation has synced, will sync, or is syncing now. For more information, read QuickBooks Online to Bloomerang CRM: View the Sync Status and Run Reports.
View a list of synced donations. Create a report and include the Synced from QuickBooks filter.
View an individual synced donation. Go to a constituent’s timeline and open the donation.