welcome to our demonstration of etapestry QuickBooks Online integration I appreciate all of you joining us today my name is Jeff egg Wood and I'm Annie tapestry consultant and the owner of sidekick solutions sidekick solutions is an independent consulting company that helps organizations like all of yours get the most from etapestry software so first there are some misconceptions about how data flows between etapestry and QuickBooks as a best practice we recommend entering data in etapestry first and then transferring that data to QuickBooks this demonstration today is going to assume that particular workflow second there's two types of QuickBooks systems there's QuickBooks desktop and QuickBooks Online our integration and the integration that we're going to demo today is exclusive to QuickBooks Online so we created an integration between QuickBooks Online because in our opinion the current options for connecting eat app and QuickBooks Online or a complete waste of time there's two methods that most of you are probably using now the first method is to enter data in etapestry manually and then enter the data again in quickbooks online this is the infamous double data entry scenario that many of you are probably familiar with the second off to enter data in etapestry and then import that data into quickbooks online via an Excel spreadsheet or CSV file but that process requires a third-party QuickBooks add-on and does not come with QuickBooks out of the box so if you're feeling the pain of those two options you're not alone we know some organizations that are completing these manual actions daily and even weekly in fact we at sidekick solutions used to enter data manually into QuickBooks Online before we finally developed integrations for our systems - the bottom line is we get it there's got to be a better way to do this so our integration automatically creates customers and sales receipts in QuickBooks Online for new transactions that you enter in etapestry this is done in real time in about every 15 to 20 minutes so that means there's no more double data entry you can simplify reconciliation of your deposits in QuickBooks you can improve the accuracy of your reports and we can finally get accounting and fundraising on the same page between two separate systems so let's go ahead and dive in and show you how this actually works between etapestry and QuickBooks so let's go ahead and go into etapestry and create these gifts so I'm going to search for han solo I'm going to find his account I go to his journal and I'm going to create a gift and this is going to be a large gift it's going to be a gift of $2,000 so it's today enter $2,000 whoops this is a major gift that I'm going to put towards my restricted fund I have a restricted fund in here I can select a campaign and an approach and I'll put a note in here that says this is a major gift and we'll need and follow-up he wrote a check let's say the check date was three days ago and the check number was some number okay I'm going to go ahead and save that gift now let's go to Bugs Bunny and add a couple of gifts for him I'm gonna add two gifts the first gift I'm going to add is a cash gift of $20 and this is going to be to my unrestricted fund we'll just put test in the note and let's add one more gift of $50 let's add this to the general program and let's make this a credit card okay so I've entered three gifts - for Bugs Bunny one for Han Solo okay so let's go into QuickBooks and see our transactions so I'm going to go to sales and you can see that I have two transactions here and you can see there's plenty of tests transactions but if you get through the density here there is a transaction for Bugs Bunny here of 50 dollars there's a transaction for Bugs Bunny here of $20 and then there's a gift from on solo of $2,000 here let's go ahead and click on one of these and see what happened so you can see that I have the name of the account and then a number the number actually relates to the account number in each APUs tree because this is a one-way sync you can see the account number here is 78 and 78 here we use a custom string of text in QuickBooks so that each subsequent sales receipt can get matched to the proper account so that's the convention that we use there are other conventions that we can use to guarantee that there are no duplicates in QuickBooks but this is an easy format you can see that his address has been written here the date has been copied over the payment method and reference number have been listed here I'll get to the deposit to account in a second you can see that his gift was attached to the restricted fund in etapestry which matches the product or service of restricted I put a memo down here which is the note from the etapestry transaction I've added a custom description so I know the journal entry reference ID should I need to go back into etapestry and look that up and then you can see the amount here the same has also created a customer in QuickBooks and you can see his sales receipt listed here and you can see the account information added to his customer record in QuickBooks now at this point you notice that when we took a look at the sales receipt these sales receipt receipts were bucketed to the undeposited funds account now this is a feature in QuickBooks Online that allows us to reconcile deposits as they go into our income accounts and also our bank account and how this works is that we create a new bank deposit and we can simply select the transactions associated with the deposit we can select the account that it's being deposited to - in this case I don't have a bank account connected to QuickBooks Online so we're going to deposit to an uncaring asset account I can select the date of my deposit I can select my transactions let's say John Smith was not a part of this deposit you can see that my deposit amount is two thousand seventy dollars and when I click Save and close these transactions will be deposited and removed from my undeposited funds queue so now you can see that these have been removed that action places those transactions in my income accounts within my P&L statement so here if I go into my restricted income account you can see that Han Solo's transaction of two thousand dollars has been categorized there so there are some questions that normally come up about this integration as those are the basics there are some things that fall outside of the norm of everyday data entry with etapestry and QuickBooks so the first one is how do we reconcile credit card fees how are those handled and do those come through the integration they do not come through the integration when you enter a transaction in etapestry let's say we're going to enter another sale it's at a fifty dollar transaction to Han Solo and let's make it a credit card transaction when you enter a transaction in etapestry and let's say you're processing this gift through Blackbaud merchant services or PayPal or stripe or some other payment processor maybe your bank you're entering the gift as the total amount in a tab only later will you reconcile the credit card fees let's go ahead and save this transaction and we will go to bank deposit so let's say that I think Blackbaud merchant services deposits every two weeks other payment processors process that other schedules or other time periods so when the funds are deposited in your bank account you would simply make a deposit select the transactions associated with that deposit let's say both of these were credit cards flip this and then you can simply subtract out the credit card fees from the deposit because the deposit amount to your bank account is net the credit card fees so let's go ahead and select Blackbaud merchant services I have a credit card fees expense account in my chart of accounts say the payment method is the credit card and let's say that we're subtracting ten dollars in fees that would be a pretty hefty amount but roll with it for this demo and you can see that your deposit is now 45 dollars so if I go ahead and save and close that now I can go to my pl and I can see that my ten dollars of credit card fees are being deducted from my income so all of my statements will reconcile the other question that we get often is whether or not QuickBooks Online can map classes from etapestry so the answer is yes this test database does not have classes activated but we can add a class to every transaction coming through to QuickBooks Online another question that we get is how we handle refunds so refunds are relatively rare in any tapestry and they're done via a reversal so if I go to Han Solo and let's say I want to refund is $50 transaction first I have to finalize that transaction and then I can reverse it this curry an offset offsetting negative transaction of $50 so that my etapestry accounts balance refunds do not get sent to QuickBooks online via our integration however we can set up an email trigger to send your accountant your bookkeeper or use specifically an email saying that a new reversal has been entered in each APUs tree that would then prompt you to either refund or reconcile that transaction in QuickBooks so the two systems match we feel like an email trigger is a good alternative to a comprehensive integration because refunds are relatively rare so we use an email trigger as a way to notify of a change that needs to be made in QuickBooks one other thing so sometimes there are special procedures that you need to run for your end of year reporting your audits various other situations you may need a list of all transactions that are greater than a certain amount or special reporting purposes or maybe you need a report on all income by state so that you can report accurately by state we can hook up a Google spreadsheet or an office 365 Excel spreadsheet off the back end of your QuickBooks integration and populate all transactions entered from etapestry into a spreadsheet so if you wanted to group by state we can grab that or if you wanted to filter by amount we could simply find all transactions that are say greater than $1,000 and you can see there are three transactions the other item is that I know that some people don't use the deposit feature in QuickBooks Online and that's perfectly fine we can actually set as the transaction comes in we actually set the deposit to account for each transaction this bypasses the deposit function in QuickBooks and it's not a hundred percent recommended by us because we do think that the deposit reconciliation process is a benefit for keeping your books organized but it is an option we can set the deposit to account as transactions come in so that's the quickbooks online integration if you're ready to get started with this type of integration for your organization here's how it works from from our end in terms of a partnership set up is free we set up the integration between etapestry and quickbooks online for you it requires no technical expertise on your end there's a monthly subscription for us to keep the integration active there's no long term contract it's month-to-month you can cancel anytime and we take care of all the technicals including maintenance support hosting and monitoring of your integration and even identifying when the api's the connection points on the QuickBooks Online side or the etapestry side throw an error there's no limit to the number of transactions that you can process through the integration if you're excited integration we can get you set up as soon as next week it takes about an hour or less of total time commitment on your end to get set up we run tests before we set the integration active so that you can feel confident that it's doing what you'd like it to do so interestingly enough QuickBooks Online isn't where we ended with integrations we actually have integrations with many other apps that many of you may be using some common ones include MailChimp PayPal and then write donate Lea Shopify and we even build custom integrations with apps that you might be using that aren't on this list so I appreciate everyone attending today I hope that we can save you some time energies and stress and connect your etapestry and QuickBooks Online systems all right so we have a few questions that came through let me go ahead and answer those there's a question how does QuickBooks handle payments to pledges so everything that comes from etapestry is a received transaction so that includes gifts recurring gifts and pledge payments all of those are entered as sales receipts into quickbooks online but we do aggregate all of them coming from etapestry so all of that revenue based transaction volume gets into QuickBooks Online there's another question does the name of the fund and eat app need to match exactly to that of QuickBooks Online no it does not we can create mappings from funds to quickbooks online that are not perfect matches question can you address the discuss the security of the data in regards to this process solution yep so we encrypt the data going from etapestry to our middle integration and then we encrypt the data going out okay it doesn't look like there's any other question so we'll go ahead and close down for today there any other questions feel free to send me an email again my email address is here Jeff at sidekick Solutions LLC com thanks everyone appreciate it