Connecting QuickBooks Online enables Instrumentl to sync posted expenses into your grant budgets through a secure, one-way integration.
This keeps your Budget vs. Actuals view up to date without manual exports, while your Finance team retains full control of the general ledger.
Availability
This integration is available beginning on the Full Lifecycle Plan, intended for organizations using QuickBooks Online with Instrumentl Spenddown enabled. ***Only applicable to QuickBooks Online users.
What to expect
Connecting QuickBooks Online requires a QuickBooks Online administrator login. The configuration is completed one time and will continue syncing automatically unless your QuickBooks Online environment changes.
Before starting, ensure the following are in place:
Instrumentl access
QuickBooks Online administrator access
Note: Instrumentl does not reconcile accounting discrepancies or correct tagging errors.
Instructions
Navigate to:
https://www.instrumentl.com/integrations/
Log in to Instrumentl, or ask your Instrumentl account owner to invite you if you don’t have an account
You can also have your Instrumentl account owner log in instead
Locate QuickBooks Online and click Connect to QuickBooks.
Click Connect
Log in with your QuickBooks Online admin credentials
Once connected, identify which dimension you use in QuickBooks Online to store grants (class or project)
By default, Instrumentl will sync expenses from all general ledger accounts (including both debit and credit). Enter a minimum and/or maximum below to limit expense syncs to only those containing grant expenses and credits. Only journal entry lines within that GL Account ID range will be synced; entries outside of that range will be excluded.
You can exclude specific GL Accounts from within the minimum and maximum GL Account range if needed. To exclude specific GL Account(s) within the range specified above, select the GL Account(s) from the drop-down list. Those will not be excluded from expense syncs.
Click Save
Once the integration is verified, a green “Enabled” icon will appear in the top right of the QuickBooks Online section, and you will receive email confirmation
All set! 🎉
Your grant financials now sync automatically from QuickBooks Online to Instrumentl — ensuring your award data is accurate and up-to-date without extra effort.
Contact us
Reach out to our Customer Support team if you have any questions about our QuickBooks Online Integration! Message us when you're logged in, or email us at hello@instrumentl.com.