Accounting Integration
Integrate with QuickBooks, NetSuite, or any accounting system via native connectors or custom API for seamless data flow.
Supported Accounting Systems
QuickBooks Online
- Real-time GL code mapping
- Journal entry creation on approval
- Account allocation sync
- Multi-entity support
NetSuite
- Advanced GL mapping
- Expense allocation by project
- Budget vs. actual tracking
- Multi-subsidiary support
Xero
- GL code mapping and sync
- Bank-style account matching
- Multi-currency expense tracking
- Batch journal entry export
CSV/Excel Export
- Formatted export for any system
- Account code structure preserved
- Audit trail fields included
- Scheduled batch exports
Custom API Integration
- Webhook support
- Real-time data sync
- Custom field mapping
- Error handling & retry logic
Accounting Firm Handoff
- Formatted journal entries for your accounting firm
- Debits and credits pre-formatted for processing
- Account codes and allocations included
- Delivered on a schedule your firm sets
6-Segment Account Code Structure
Approvaly supports any account code structure used by nonprofits—from simple GL accounts to complex multi-segment coding schemes. Common formats include:
Fund / Source
Funding source or project designation
Program
Program or department code
Cost Center
Cost center or location code
GL Account
General Ledger account number
Grant / Restriction
Grant or funding restriction code
Sub-code
Additional segment for organizational needs
Account Code Entry Modes
Quick Select
Choose pre-configured account code templates filtered by department or category
Segment Selection
Build account codes by selecting individual segments with smart validation
Split Allocation
Distribute transaction amounts across multiple accounts by percentage or dollar amount
Seamless Data Synchronization
Real-Time Sync
- Transactions sync immediately upon approval
- GL codes and allocations transferred automatically
- Vendor information matched to accounting records
- Tax calculations included in journal entries
Error Handling
- Mapping validation before sync
- Detailed sync logs for troubleshooting
- Automatic retry for transient failures
- Alert notifications on sync errors
Export Capabilities
💾 Batch Exports
Schedule automatic exports of approved transactions in formats compatible with your accounting system.
- • CSV format for universal compatibility
- • Excel (.xlsx) with formatted templates
- • Custom field mappings per export
- • Scheduled daily or weekly exports
📊 Audit-Ready Exports
Export complete transaction history with full audit trail information for regulatory compliance.
- • Approver names and signatures
- • Approval timestamps and comments
- • Account code allocations
- • Budget exception notes