Reconciling Neon CRM/Pay with QuickBooks
Disclaimer: There are many ways to reconcile transactions in Neon CRM and QuickBooks. This document describes one way which may be helpful. We recommend reviewing this process with your accountant before adopting.
Configuring Neon CRM - QuickBooks Integration
Integration Scope
This integration is capable of syncing the gross transaction amounts of all transactions in Neon CRM to QuickBooks.
- Neon Pay processing fees are neither visible in Neon CRM, nor can they be synced to QuickBooks.
- Donor Covered Fees are donations, and are considered part of the gross transaction amount synced to QuickBooks
Integration Setup
You have the ability to map certain transactions to particular service items and classes in QuickBooks. Please review our guide on how to set up your Neon CRM to QuickBooks transaction mapping for further information.
For the purposes of this guide and reconciliation process, we recommend making sure that your transactions are all mapped to an undeposited funds account. The QuickBooks desktop integration does this automatically. If using QuickBooks Online, you may select specific accounts to map to.
Screenshot of transaction mapping settings for QuickBooks Online
- All transactions entered in Neon CRM should be considered undeposited funds.
- Whether they are cash donations in your register, check donations from the mail, or credit card transactions in your Neon Pay merchant account, those funds are considered undeposited until they are included in a bank deposit.
- Depositing funds into your account happens outside of Neon CRM (Neon Pay deposits, depositing checks with your bank, etc.)
Syncing Neon CRM to QuickBooks
You can sync transactions to Neon CRM per the instructions in this guide.
Screenshot of transaction sync list in Neon CRM
You can identify which transactions are included in a payout both in Neon CRM and in Neon Pay.
- The transaction report in Neon CRM contains Payout Date, Payout ID, and Payout Status output columns and search criteria. With these you can search for transactions in Neon CRM included in a particular payout.
- The Payout Report in Neon Pay contains a list of charges included in the payout.
Reminder: This integration syncs the gross transaction amounts as either Sales Receipts, or Invoices and Payments to your undeposited funds account in QuickBooks based on your integration settings.
Reconciling QuickBooks and Neon Pay
The last step is to create a bank deposit in your QuickBooks which matches your Neon Pay payout to your bank account. You can review details on charges, fees, and adjustments included in a particular payout by logging into Neon Pay, navigating to Payouts, and clicking on the particular payout. 
Payout summary from Neon Pay
First create a new Bank Deposit in QuickBooks. Select the account Neon Pay deposited your payout to and select the date of the payout.
Under the section ‘Select the payments included in this deposit’, you will see transactions in your undeposited funds account. Your Neon CRM transactions should appear here, select all the transactions included in the payout.
Once you have selected all of your transactions included in the payout, the total of the deposit should match the gross transaction amount for all charges included in the payout for Neon Pay.
Next under 'Add funds to this deposit' add the following items
- Negative entry for the total processing fees
- Any additional adjustments for refunds, disputes, debits, etc.
After including payments synced from Neon CRM and adding fees and other adjustments, the amount of the bank deposit should match the amount deposited to your bank account from Neon Pay.
