Exporting to QuickBooks, Xero, or Aplos

Each of these gives you a CSV file in the same column layout, so the import steps below work the same way for all of them.

• Donations / gifts: in Donor Management → Gifts, click Export for accounting.
• Membership dues: in Membership → Member Roster, click Export for accounting.
• Event ticket sales: in Fundraising & Development → Events, click Export for accounting (one line per event with its ticket revenue).

The columns are: Date, Type, Name, Email, Amount, Fund/Designation, Restriction, Payment method, Reference, Memo

The Restriction column carries the FASB ASC 958 net-asset class for each line, so your books separate restricted from unrestricted support without re-categorizing by hand. Donations export the class you set on each gift (Unrestricted, Temporarily restricted, or Permanently restricted); membership dues and event ticket sales export as Without donor restrictions, since those are unrestricted exchange revenue. To classify a gift, open it in Donor Management and use the Designation (net assets) control: pick the restriction level and name the purpose (for example, Education or Building fund).

1. Go to Transactions → Bank transactions (under Bookkeeping or the All apps menu).
2. Select the account the money was deposited into, then the Link account dropdown, and choose Upload from file.
3. Drag in your exported CSV and continue.
4. When QuickBooks asks you to map columns, point Date to Date, Amount to Amount, and use Name (or Type) as the Description. The other columns can be left unmapped.
5. Pick the bank or clearing account, review the rows, and finish. Then categorize them to your donations, dues, or ticket-income account.

QuickBooks' built-in CSV import expects a Date, a Description, and an Amount, which our file provides. See Intuit's upload transactions guide.

If you would rather not run the import each month, a Zap can post every online gift to QuickBooks Online the moment it arrives. It uses two things your organization already has on AIONP Essentials or AIONP Complete: an API key with the Read gifts and Manage webhooks permissions, created by an owner or an admin on the API keys and webhooks card at https://aio-staging-site.pages.dev/team/#api-keys, and the All In One Nonprofit app for Zapier, which is private and shared by invitation; ask for one at https://aio-staging-site.pages.dev/support/.

1. In Zapier, make a new Zap with the trigger New Online Gift from All In One Nonprofit and connect it with your API key.
2. For the action, choose Zapier's own QuickBooks Online app and its action that creates a sales receipt; connect it with your QuickBooks login.
3. Map the gift's amount, date, donor name and email, fund and payment reference onto the receipt. Use the payment reference as the receipt number so a retried delivery cannot post the same gift twice.
4. Turn the Zap on, then press Send a test event on the webhooks card and watch the receipt appear.

Each gift spends one Zapier task. Zapier's free plan includes 100 tasks a month and two-step Zaps, which is enough for an organization receiving fewer than 100 online gifts a month; above that, Zapier's paid plans start at $19.99 a month, paid to Zapier. Gifts you enter by hand and gifts from before you turned the Zap on still come across through the export above.

1. Go to Accounting → Bank accounts.
2. On the account you want, open its menu and choose Import a Statement.
3. Select your exported CSV and click Next.
4. Map the columns when prompted: Xero needs at least Date and Amount (income is a positive amount). Use Name or Memo as the payee/description.
5. Confirm the date format, finish the import, then reconcile to the right income account.

See Xero Central's import a CSV bank statement guide.

Aplos is built for nonprofits, so for donations use the Contributions import, which keeps giving tracked by donor for year-end statements.

1. Go to the Donations area and open the import page, or Fund Accounting → Transactions → Registers and the Import icon for dues and ticket income.
2. Download Aplos' sample template and line up your exported columns to it. Aplos contributions need Date, Contact (use our Name), Purpose (use our Fund/Designation), and Amount.
3. Upload, review, and import.

See Aplos' how to import donations and importing transactions guides.