Reconcile CanadaHelps, PayPal & Stripe Donations in QBO (Canada)

Map the flow: donation form → processor → payout → bank → QBO

Regardless of platform, the steps are alike:

1. Donor completes a user friendly donation form and chooses a donation amount (one-time or monthly donations/recurring payments).
2. The processor charges the donor and withholds processing fees.
3. A payout hits your bank, often as a batch covering many gifts.
4. In QBO you record individual gifts, then use Undeposited Funds and a Bank Deposit to match the single payout.

Fees, batches, and payouts: what changes by platform

• CanadaHelps. Typically disburses weekly (donations Sun–Sat, paid out the following Friday via EFT), which may take a few business days to clear. You’ll see one deposit that bundles many donors. Capture the payout report; it’s your reconciliation backbone. 
• PayPal and donations. Canadian charity pricing is published by PayPal (charity rate; fixed fee). You can trigger transfers or set up automatic ones. Reconcile the net deposit; record fees to a Processing Fees expense. 
• Stripe. Stripe pays out on a schedule by country/industry; you can also do manual payouts. Use the Payout ID and reports to map which charges are inside each bank deposit. 

Mini-table: mapping payouts

Pledge vs. cash: the right QBO workflow

Cash gift received today: use a Sales Receipt to Contributions/Donations (Income); post to Undeposited Funds so you can batch deposit later.
Pledge (promise) today, cash later: create an Invoice to Accounts Receivable (pledges receivable). When the platform processes the card later, receive payment and group it into the next bank deposit.

Tip: Don’t book pledges as income until you meet recognition criteria. Keep donor data clean so major donors and recurring donors show correctly in reports. (QBO supports Sales Receipts/Invoices/Deposits for nonprofits.) 

Sample QBO entries (CanadaHelps, PayPal, Stripe)

CanadaHelps weekly batch (example)

• Gross donations in report: $5,000
• CanadaHelps fees (per report): $188
• Net EFT to bank: $4,812

Step 1: Record individual gifts

Create Sales Receipts for each donor (or one summary by fund/day).

• Line: Donations revenue (e.g., “Contributions—Unrestricted”) … $5,000
• Deposit to: Undeposited Funds

Step 2: Bank Deposit (match to EFT)

Bank Deposit screen → Select all receipts that make up the $5,000 gross.
Add a line in the “Add funds to this deposit” section:

• Account: Processing Fees (Expense) … –$188
  Resulting deposit total = $4,812 (matches bank). Attach the CanadaHelps report PDF. 

PayPal single-day batch

• Gross: $2,300 | Fees: $60.70 | Net bank: $2,239.30

Entries: Same flow—Sales Receipts to Undeposited Funds; one Bank Deposit that subtracts Processing Fees to land on the net. Check PayPal charity fee schedule for accuracy. 

Stripe payout with Payout ID

• Stripe payout po_123: Gross $7,400 | Fees $222 | Net $7,178

Entries: Sales Receipts → Undeposited Funds → one Bank Deposit with a negative line for fees to exactly $7,178. Keep the Stripe Payout ID in the memo for audit trail. 

Recurring donations, donor churn, and dunning in practice

Platforms help with recurring donations by automating card renewals and dunning management (automatic retries, reminder emails). Pair this with a self-service portal so donors can update cards, pause, or change a recurring gift. You’ll reduce outstanding balances, protect cash flow, and save time for your team and for donors. 

Securities donations (and where they land in QBO)

In Canada, donating certain publicly traded securities can have a 0% inclusion rate on capital gains when donated directly to a registered charity. In QBO, record receipt of shares (as an asset) at fair value on the gift date; when sold, record proceeds and any brokerage fees; the net becomes contribution revenue in the proper fund/class. Keep broker slips and issue the correct receipt. 

Note on terminology: In QBO, income from donors should post to a Contributions/Donations income account. A “charitable contributions account” usually refers to an expense account used when you donate to others—don’t confuse it with donations you receive (revenue).

Quick checklist + common pitfalls

Checklist

• Reconcile by payout, not by each transaction hitting the card network.
• Use Undeposited Funds + Bank Deposit to mirror net payouts.
• Keep a tidy Processing Fees expense.
• Separate pledges (A/R) from cash.
• Attach reports (CanadaHelps disbursement, PayPal CSV, Stripe payout).

Pitfalls

• Booking net deposits straight to revenue (you’ll lose fee visibility).
• Posting pledges as cash.
• Skipping deposit dates; they matter for month-end.
• Forgetting credit memos for pledge adjustments or refunds converted to donations.

Frequently Asked Questions 

How do I map recurring donations in QBO?

Use recurring Sales Receipts tied to your Contributions income. Reconcile by the batch payout from CanadaHelps/PayPal/Stripe, not one-by-one transactions. Consider dunning and a self-service portal to cut donor churn. 

Where do I book platform fees?

Create a dedicated Processing Fees expense. On the Bank Deposit, add a negative line for fees so the total equals the automatic funds transfer (EFT) that hit your bank. 

Pledge vs. cash—what’s the clean QBO approach?

Pledges go to Accounts Receivable; cash gifts use Sales Receipts. When the processor pays out, match the batch deposit and attach the report. 

How do I handle securities donations?

Record the in-kind asset at fair value, then the sale; net goes to contributions. Keep broker docs; CRA rules often allow a 0% capital gains inclusion for qualifying gifts. 

Can I reconcile CanadaHelps weekly disbursements?

Yes—use the weekly report. Donations from Sunday to Saturday are disbursed the following Friday, then clear in a few business days. 

Legal Disclaimer: This material is for general information only and does not constitute accounting, tax, or legal advice. Donation and receipting rules can change; always confirm current requirements with the CRA and your platform provider. Examples are simplified and may omit facts relevant to your organization. You should consult a qualified professional before acting on this information. No client relationship is formed by reading this guide.