Note: Quartzy's QuickBooks Online (QBO) integration is included in the Enterprise subscription plan, or as part of the Procurement & Accounting add-on package.
Quartzy's integration with QBO helps Lab Managers and Accountants save time by eliminating tedious, manual data entry. Data flows automatically into your QBO account, and you can review everything in one place.
The instructions below will guide you through configuring your integration for the first time.
Requirements
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Quartzy
- The user setting up the integration must be an Org Admin
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QuickBooks Online
- Must have either the QuickBooks Online Plus or QuickBooks Online Advanced plan
- The user setting up the integration must be an Admin in QBO
Data that is synced between Quartzy and QuickBooks Online
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PO-level
- Vendor: User selects the appropriate value from dropdown menu
- Memo: Optional; user-populated text field
- Tax: Optional; user-populated text field
- Shipping: Optional; user-populated text field
- Handling: Optional; user-populated text field
- PO Number: Either generated automatically or entered by user on PO page
- Department: Optional; can be configured if "Track Locations" is enabled in QBO
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Line-item-level: Pulled from the Quartzy request(s):
- Item name/description
- Manufacturer
- Catalog #
- Quantity
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QBO fields (user selects the appropriate value from dropdown menu):
- Expense Account
- Class
- Customer/Project
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Bills: (from the Quartzy Invoices module)
- Creates a new Bill in QBO corresponding to the PO
- Populates the Bill with the line items, quantities, and costs from the invoice.
- Links the new Bill directly to the original Purchase Order
- Attaches the invoice PDF from Quartzy to the Bill for your records
How to connect your existing QBO account with Quartzy
1. On the top left side of the toolbar, open the lab selection menu, and then click the gear icon next to the Org Name to open the Manage Organization section.
Important: only Org Admins will be able to view and access the Manage Organization section. If you are not an Org Admin, you will not see a gear icon next to the Organization name. Please contact your Org Admin(s) to have them configure and manage the integration.
2. Select the Integrations tab and click Connect With QuickBooks.
3. If you're not already logged into QBO, you'll be prompted to log in. Once logged in, the connection will be established automatically. You'll see an "Account successfully linked!" confirmation.
4. In your QBO account, navigate to Accounts and Settings > Expenses > Purchase orders. Select ON for the Use purchase orders setting.
If you would like for Quartzy to auto-generate PO numbers, you will also need to turn Custom transaction numbers OFF.
Click Save.
Integration Settings
Account Mapping
- Default Expense Account — the default expense (GL) account used for all line items (e.g. General Lab Supplies). When an expense account is not selected before syncing a transaction, this value will be used.
- Default AP Account — The Accounts Payable account used for Bills
Credit Card Expenses
For credit card expense transaction syncing, you can map Shipping, Handling, and Tax to specific GL accounts (e.g., "Shipping Paid," "Handling Paid," "Taxes & Licenses").
POs & Bills
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Line Items — choose how Quartzy sets transaction lines on POs and Bills
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Select Expenses (Sets GL Codes / Categories) — Recommended.
- Populates the the Category Details section on POs and Bills.
- Allows you to map line items directly to GL accounts
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Create Unique Items Based on Catalog Numbers (Sets Products/Services)
- Populates the Item Details section on POs and Bills.
- Creates new "non-inventory" Product & Services records.
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To ensure no accidental overlap across vendors, Quartzy will prepend a "QTZ" prefix and a unique vendor-specific ID to the catalog number before sending to QBO.
- e.g. Corning 4488 --> QTZ-P536-4488
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Select Expenses (Sets GL Codes / Categories) — Recommended.
Mapping Tax, Shipping, and Handling for POs and Bills
Taxes, shipping, and handling costs sync to QuickBooks Online as separate line items. You won't be able to sync Bills until these mappings are configured.
How you map them depends on your Line Items setting:
- If your Line Items setting is "Select Expenses", you must map Shipping, Handling, and Tax to specific GL accounts.
- If your Line Items setting is "Create Unique Items Based on Catalog Numbers", you can map each cost type to either a specific Expense Account or a specific non-inventory item. If you choose a non-inventory item, the GL/expense impact is determined by the corresponding Products & Services record in QuickBooks Online.
To map taxes, shipping, and handling to specific items:
Learn how to manage QuickBooks Expense, Class, and Customer fields on requests in this guide.
That's it! You can now begin to create Purchase Orders in Quartzy and sync them to QuickBooks Online.
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