Automatically Push Bills From Quartzy to QuickBooks Online For Any Vendor

This new functionality streamlines your accounts payable workflow by automatically creating a bill in QuickBooks Online the moment you approve a matched invoice in Quartzy. This process is built upon a 3-way match between the Purchase Order, the item receipts, and the invoice within Quartzy. When these three documents align and the invoice is approved, Quartzy sends all the necessary information to QuickBooks, generating a bill that is already linked to the correct purchase order and even includes the original invoice PDF as an attachment. This eliminates manual data entry, reduces the risk of human error, and ensures your books are always accurate and up-to-date. Best of all, this process works for any vendor's invoices that are added to the Quartzy Invoices module.

How to Sync an Approved Invoice to QuickBooks Online as a Bill

Prerequisites:

• You must have an active and properly configured integration with QuickBooks Online.
• The Purchase Order (PO) related to the invoice must already exist in Quartzy and be successfully synced to your QuickBooks Online account.
• You must be using the Invoices module in Quartzy.

Step-by-Step Instructions:

1. Upload the Invoice to Quartzy: Navigate to the Invoices module in Quartzy (Procurement > Invoices) and either upload the vendor invoice PDF you received or find an invoice that was automatically forwarded into Quartzy. Quartzy's system will scan the document to auto-populate fields like Invoice #, date, and amounts.
    
2. Match the Invoice to a Purchase Order: In the invoice entry form, locate the PO Number field. Select the corresponding Purchase Order from the dropdown list. This step is critical as it links the invoice to the PO that already exists in both Quartzy and QuickBooks Online.
   
   
    
3. Verify Invoice Data: Ensure the line items, quantities, and costs on the invoice match the information on the Purchase Order. Optionally, set the QuickBooks fields (Expense, Class, and Customer/Project).
    
4. Approve the Invoice: Once you have verified that all information is correct and the invoice is matched to the correct PO, click the Approve + Sync button.
   
   
    
5. Automatic Sync to QuickBooks Online: This is where the magic happens! Upon approval, Quartzy automatically performs the following actions in your QuickBooks Online account:
   1. Finds the matching Purchase Order.
   2. Creates a new Bill.
   3. Populates the Bill with the line items, quantities, and costs from the invoice.
   4. Links the new Bill directly to the original Purchase Order.
   5. Attaches the invoice PDF from Quartzy to the Bill for your records.

By following these steps, you can fully automate your bill creation process, creating a seamless connection between your lab's procurement in Quartzy and your organization's finances in QuickBooks Online.

Next Up: Learn how to sign up for a paid subscription and access the QuickBooks Online Integration

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