Gifts you record in Gracely reach your books when you deposit the batch they're in. The deposit adds the batch total to a bank account in Accounting, so you never enter the same money twice.
How it works
Gifts you record (cash, checks, envelopes and so on) go into a batch, for example one per Sunday. Add them with Add gift on the batch page, or pick the batch when you add a gift.
When the batch matches what you take to the bank, you deposit it. Gracely records one Money in transaction for the batch total, named after the batch, in the account you choose.
The deposit shows up in your Register, in the account's balance, and in your accounting reports.
⚠️ Note: Accounting is a Pro plan feature, and your role needs access to Accounting to deposit a batch.
Before you start
A batch is deposited into a bank account (an Asset account) in Accounting → Accounts. If the account isn't there yet, click Add account and create it first.
When you add an account, ⑤ Which funds is this money for? only sets which funds its opening balance belongs to. Gifts reach the account when you deposit a batch.
How to deposit a batch
👉 Log in to Gracely to follow along.
Go to Contributions → Batches.
Find the batch, click the ⋯ button in its row, and choose Deposit. Only Open batches can be deposited.
In Contributions → Batches, open the ⋯ menu on a batch and choose ① Deposit.
The Deposit batch window shows the batch name and total amount. Then:
Under Select account you want to deposit this batch to, pick the bank account.
Check the Deposit date. It starts as the batch date; change it to the day the money reached the bank if that's different.
Pick the Fund (General is preselected) and, if you like, a Category.
To divide the money, click Split batch and give each line a fund, an optional category and an amount. Split more adds another line. The lines must add up to the batch total, and each fund and category combination can only be used once.
Click Deposit.
Deposit batch: ① the account to deposit into ② Deposit date ③ Fund ④ Split batch across funds and categories ⑤ Deposit. The batch is then locked and shows up in your accounting reports.
What happens after depositing
The batch status changes to Deposited and the batch is locked: you can't edit it or add more gifts.
A Money in transaction for the batch total appears in Accounting → Register, and the account balance goes up.
The income shows up in your Income statement, Fund Balance Summary and Balance Sheet reports.
Found a mistake? Deleting a gift from a deposited batch removes the batch's accounting transaction and reopens the batch, so you can fix it and deposit again. Deleting a deposited batch deletes its accounting transaction too.
💡 Tip: Only gifts in a batch reach your books this way. For money that isn't in a batch, like an online-giving payout landing in your bank, record it in the Register with Add transaction → Money in, or bring it in with Sync if the account is connected to its bank.
Tips
Set up your funds in Accounting → Funds first, so they're in the Fund list when you deposit.
Deposit one batch per trip to the bank and use the date on the deposit slip, so your books match your bank statement.
Check the batch total against the deposit slip before you click Deposit. Once deposited, the batch is locked.
Expenses are still entered separately, in Accounting → Register.
Still need help? Start a chat with us.