GrantLink matches QuickBooks income to grants automatically. It doesn't have a page where you match deposits to grants by hand. The grant's receipts list has no Match, Unmatch, Confirm match, or bulk match actions.

GrantLink includes a QuickBooks income line when the grant's income links point to exactly one grant. The receipts list in Transactions > Invoices & receipts combines those QuickBooks lines with manual receipts for money received outside QuickBooks. You can't edit the QuickBooks lines in GrantLink.

How GrantLink matches income

GrantLink matches each QuickBooks income line on its own. It reads deposits, payments, sales receipts, and journal entry lines posted to income accounts. It compares the line's Customer, Project, Class, or Location with the QuickBooks records linked to each grant for income.

Result	Meaning	Included in the grant's receipts?
Exact match	The line's QuickBooks tracking points to one grant	Yes, automatically, if the date is in the grant period
Funder match only	The line's Customer is a funder's Customer, but it doesn't point to one grant	No
More than one grant	The line's tracking points to several grants	No
No match	No linked record points to a grant	No

GrantLink doesn't match on similar amounts or dates, memo text, or the funder's Customer alone.

GrantLink counts a QuickBooks payment once, from the payment total. It doesn't add up the invoices and adjustments that the payment applies to. When a transaction has a Customer or Project on each line, GrantLink uses each line's own value instead of copying the header value to every line. A receipt row is one matched QuickBooks line, so it isn't always a whole bank deposit.

Set up income matching

Open the grant and select Details.
In the QuickBooks section, select Manage, or Set up if the grant has no links yet.
Open the Money received tab.
Add the Customer, Project, Class, or Location that appears on the grant's QuickBooks income lines. The first record you add is the primary record. GrantLink uses every active income link for matching. Only Admins can add income links.
Sync QuickBooks.
Open Transactions > Invoices & receipts and select the QuickBooks view.

Link more than one record only when each record belongs to the same grant. If the same QuickBooks record is linked to more than one grant, GrantLink doesn't choose one, and the line isn't included.

Reconcile a QuickBooks receipt

Select the row in the receipts list.
Check the amount, date, transaction type, account, Customer, and Class or Project.
Select View in QuickBooks to open the transaction.
Confirm that the date falls in the grant period. GrantLink leaves out QuickBooks lines dated outside the grant period.
If you are testing cash receipts, reconcile the line to the bank deposit or other cash records in QuickBooks.

QuickBooks stays the record of the transaction. You can't edit or delete a QuickBooks receipt in GrantLink, and the match doesn't write a grant assignment back to QuickBooks.

Fix a missing or wrong receipt

If a QuickBooks income line is missing, follow these steps:

Confirm that the latest sync finished.
Open the income line in QuickBooks.
Confirm that its Customer, Project, Class, or Location matches an income link on exactly one grant.
Check that the line isn't zero and that its date is inside the grant period.
Remove conflicting grant links, or correct the tracking in QuickBooks.
Sync, and then review the receipts list again.

If a line appears on the wrong grant, correct the QuickBooks tracking or the grant's income links, and then sync. Don't add a manual receipt to offset it.

You can't assign a line that matches only a funder, several grants, or no grant to a grant from this page.

Record money received outside QuickBooks

Use Add receipt only when the money isn't recorded in QuickBooks:

In Transactions > Invoices & receipts, select Add receipt.
Enter an Amount greater than zero and the Received Date.
Choose a Source, which is Check, Wire, ACH, Credit Card, or Other.
Optionally add a Reference and Notes.
Select Save Receipt.

Manual receipts exist only in GrantLink. GrantLink records each new, edited, and deleted manual receipt in the activity log. Manual receipts don't create, change, or delete anything in QuickBooks. If the money is later recorded in QuickBooks and appears for the grant, check the QuickBooks line, and then delete the manual receipt.

Errors and retries

GrantLink matches income again from the synced data each time, so there is no retry button for a single match. If a sync fails, check the QuickBooks sync status, fix the cause, and then sync again. Don't add manual receipts to make up for a delayed sync.

GrantLink shows manual receipt errors right away. Correct the amount or other field, and then save again. Viewers can't add, edit, or delete receipts.

Close checklist

Confirm that the QuickBooks sync is current.
Trace every QuickBooks receipt to its QuickBooks line.
Reconcile cash receipts to deposits or bank activity in QuickBooks.
Fix missing lines by correcting QuickBooks tracking or the grant's income links.
Confirm that each manual receipt is for money outside QuickBooks and isn't a duplicate.
Compare the Received total with the award and your accounting records.
Keep the manual receipt activity and your reconciliation records.

GrantLink doesn't reconcile bank accounts, decide when to recognize revenue, keep the legal record of a donor, or send donor acknowledgments. See Understanding Fund Receipts for the receipt sources and totals.