Connect QuickBooks Online when you are ready to copy accounting data into GrantLink for grant links, allocations, and reporting. The connection uses Intuit's authorization screens, so GrantLink never receives your QuickBooks password.

The setup has three separate parts:

Connection lets GrantLink read one QuickBooks company.
Sync copies supported company data into GrantLink.
Grant setup links and allocates the copied records for grant reporting.

QuickBooks boundary: Connecting and syncing never change QuickBooks company data. A few separate workflows can change QuickBooks when your saved write policy allows it, and each one needs a review and an explicit Apply to QuickBooks step. Links and allocations in GrantLink change only GrantLink.

Before you start

Confirm the following:

You are in the intended GrantLink organization, and you have the Member or Admin role. A Viewer can't start the connection.
Your Intuit account can authorize apps for the intended QuickBooks Online company.
You know the name of the company you expect to connect, so you don't authorize a test, accountant, or sister company by mistake.
The company's home currency is US dollars (USD) or Canadian dollars (CAD). GrantLink can't sync transactions for other home currencies.
Your browser allows pop-ups and redirects to Intuit.
You know that connecting doesn't set up grants. During first-time setup, you review GrantLink's proposals. In a workspace that is already set up, you link records on each grant.

First-time setup in a new workspace

An eligible new workspace can connect through QuickBooks-first setup instead of Settings > QuickBooks > Sync. After you connect, the Read books step loads your QuickBooks data and proposes grants. You choose the grants in Confirm grants, fill in missing terms, and then create them in GrantLink. QuickBooks-first setup doesn't write to QuickBooks.

GrantLink proposes Classes and Projects that have activity. If no Class or Project has activity, it proposes Customers instead. It doesn't treat every QuickBooks record as a grant, and amounts and suggestions can change while the sync is still running. See Adding Existing Grants and Budgets for details and for the other ways to add grants.

Connect the QuickBooks company

Open Settings.
Under QuickBooks, select Sync. The page title is QuickBooks Sync.
In the Connect QuickBooks Online card, select Connect to QuickBooks.
Sign in on Intuit's site if Intuit asks you to.
Choose the correct QuickBooks company and approve access.
Wait to return to GrantLink. Don't close the authorization window while it is finishing.

If you cancel on Intuit's site, GrantLink doesn't create a connection. If GrantLink says the connection attempt expired, start again from Settings > QuickBooks > Sync, because each attempt is valid for only a short time.

Check the connection

On Settings > QuickBooks > Sync, review the Connection card before you rely on the data:

Field	What to check
Company	It is the company you intended to connect.
Realm ID	It identifies the QuickBooks company. Keep it for support requests that involve more than one company.
Environment	It is Production for your real books, or Sandbox for a test company.
Connected on	It shows when the connection was authorized.

Then check that data arrived:

If the page says No sync yet, select Run first sync. Otherwise, select Sync now.
While the page says Syncing right now, you can keep working, because the sync runs in the background.
Wait for the All caught up message, or review a partial or failed result.
In Recent activity, check the newest row's Mode, Status, Read, Upserted, and Duration.
Find a known QuickBooks account, Customer, Class, vendor, and recent transaction in GrantLink. Read is the number of records GrantLink fetched, and Upserted is the number it added or updated in GrantLink. Neither number counts changes in QuickBooks.

The sync copies lists such as accounts, Customers, Classes, Locations (departments), vendors, and items, and then supported transactions. GrantLink also tries to copy Projects when the company uses QuickBooks Projects. If the Projects step fails, the sync can finish with partial errors while the other data still copies.

After the first sync

In a workspace that is already set up, create or open a grant. On its Details page, use the QuickBooks section to choose the records for Expenses and Money received. During first-time setup, review the proposed grants before you create them. A sync makes source records available, and it doesn't choose grants for you.

Turn on Automatic syncing if GrantLink should pull updates every day and when QuickBooks sends webhook events. Leave it off if you want updates only when you select Sync now.

Reconnect or disconnect

GrantLink may show a notice that asks you to reconnect, for example Reconnect QuickBooks for custom-field access or Reconnect QuickBooks to enable writebacks. Select Connect to QuickBooks in the notice to authorize again. Reconnecting restores or adds access, and it doesn't fix source coding or assign transactions to grants.

To stop future reads, select Disconnect in the Connection card and confirm. GrantLink asks Intuit to revoke its access and marks the connection as disconnected, even if Intuit's revoke request fails. Disconnecting keeps your grants, allocations, and copied data in GrantLink, and it doesn't change the QuickBooks company.

For sync options and how they affect allocations, see Understanding the Sync Process. For failures, see QuickBooks Connection and Sync Troubleshooting.