Allocating Transactions to Grants

Allocations tell GrantLink which grant should carry a synced QuickBooks expense. They are the basis for budget tracking, funding share review, claims, reports, and audit support.

Where allocations come from

Allocations can be created in several ways:

• imported from QBO tags when a transaction is already coded to a linked Customer, sub-customer/job, Project, or Class
• added manually from the Ledger
• split across multiple grants when one expense benefits more than one award
• created through allowed writeback or automation workflows, depending on your settings

Review unallocated work

Use Ledger and Todos to find transactions that need review. The ledger shows QBO fields such as customer/job, project, class, location, account, vendor, and amount so you can decide whether the expense belongs to a grant.

Allocate or split an expense

1. Open the transaction from the Ledger.
2. Choose Classify or Split.
3. Select the grant or grants.
4. Enter the allocation amount, percentage, memo, and rationale when needed.
5. Assign a budget line and funding share classification if those fields are part of your workflow.

GrantLink checks grant period rules so out-of-period allocations are not silently accepted.

QuickBooks writeback

Allocating in GrantLink does not automatically mean QuickBooks changes. QBO updates depend on the organization-level mode in Settings > QuickBooks Permissions and the grant-level Allow QuickBooks writeback switch.

Start in read-only mode if your team wants GrantLink to report from QBO without changing the books.