The QuickBooks Integration feature allows users to connect QuickBooks Online to their Grant Lifecycle Manager (GLM) site, enabling grant installment information entered in GLM to be sent to QuickBooks Online. Once the initial setup is complete, organizations in GLM can be linked to vendors in QuickBooks and payments can be made on request installments in QuickBooks.
User Role: Administrator
When to Use QuickBooks Integration
- Grant installment payments need to be tracked and processed directly in QuickBooks Online.
- Multiple staff members manage payment processing across both GLM and QuickBooks and need a consistent workflow.
- Organizations require batch processing of multiple installment payments to vendors at once.
QuickBooks Integration Setup
To set up the QuickBooks Integration in GLM, connect your GLM site to QuickBooks Online using your QuickBooks credentials.
- Click Tools on the upper navigation bar, and then click QuickBooks Integration.
- If QuickBooks Integration is not displayed, contact Support to have it enabled.
- Click Connect to QuickBooks.
- Sign in to QuickBooks.
- Click Continue.
Connect GLM Organizations to Vendors in QuickBooks
To connect GLM organizations to vendors in QuickBooks, link each organization one at a time before making payments in QuickBooks.
- Click Tools on the upper navigation bar, and then click QuickBooks Integration.
- Click the Linked toggle next to the organization to connect it to QuickBooks.
- Click the radio button next to the correct vendor, and then click Link.
- Use the Quick Search field to search for the organization by name.
- The toggle turns green once the vendor is linked.
- To unlink a vendor, click the green Linked toggle, and then click OK.
- Use the Quick Search field to search for the organization by name.
Use QuickBooks Integration to Make a Payment
To make a payment using QuickBooks Integration, send the installment from GLM to QuickBooks and mark it as paid from the vendor record.
- On the Request Summary page for an approved request from an applicant in the linked organization, click the Installment Form drop-down menu.
- Select an account from the drop-down menu, and then click the Send to QuickBooks icon.
- Navigate to QuickBooks.
- Click Expenses & Bills, and then click Vendors.
- Click the vendor name.
- Click the Schedule payment drop-down menu, and then click Mark as Paid.
- Click Save and close.
- On the installment in GLM, the Paid field displays the amount paid in QuickBooks.
- Multiple payments can be made in QuickBooks by editing the Amount on the Mark as Paid page.
- In the example below, the installment amount sent from GLM is $5,250.00. The payment in QuickBooks has been edited to $1,250.00, which means $4,000.00 is still outstanding. Additional payments can be made for the $4,000.00 that is outstanding. The Paid field in GLM updates with each payment made in QuickBooks.
- In the example below, the installment amount sent from GLM is $5,250.00. The payment in QuickBooks has been edited to $1,250.00, which means $4,000.00 is still outstanding. Additional payments can be made for the $4,000.00 that is outstanding. The Paid field in GLM updates with each payment made in QuickBooks.
⚠ IMPORTANT Changing the payment amount in GLM or QuickBooks requires updating the payment amount in the other system. The systems do not sync automatically.
Delete a Bill in QuickBooks
To delete a bill in QuickBooks, clear the payment first and then delete the reopened transaction.
- Navigate to QuickBooks.
- Click Expenses, and then click Vendors.
- Click the vendor name.
- Click View/Edit next to the paid transaction.
- Click Clear Payment.
- Click Save and close.
- Click Schedule payment, and then click Delete next to the reopened transaction.
- The installment in GLM shows that the paid amount is $0.00. The payment can then be resent to QuickBooks with a new account selected.
Batch Send Installments to QuickBooks
To send multiple installments to QuickBooks at once, use the Batch Actions option from the Payment Tracking page. Installments from an organization linked to a QuickBooks vendor with the request in either Approved or Follow Up status can be sent in batch.
- Click Tools on the upper navigation bar, and then click Payment Tracking.
- Enter the Search Criteria, and then click Search.
- Check the box next to each installment to be sent to QuickBooks.
- Click Batch Actions, and then click Send Installments to QuickBooks.
The installments can then be viewed on the Vendors page in QuickBooks to be marked as paid.