Quartzy’s QuickBooks Online (QBO) integration now gives organizations more flexibility and control around how they assign QBO accounting fields to items throughout the entire purchasing workflow.

Previously, QBO-synced fields (Expense, Class, and Customer) could only be set when creating and syncing a Purchase Order (PO) to QBO. Even though QBO supports item-level accounting, Quartzy users had to wait until the PO stage to enter this information, or rely on custom fields as a manual workaround.

With this update, you can now configure and capture these fields earlier, more accurately, and more consistently — starting from the moment a request is created. You can also customize which QBO values are shown in Quartzy, ensuring researchers only see the options that are relevant to them while keeping accounting data clean and consistent.

Together, these improvements eliminate duplicate data entry, prevent errors, and provide better item-level reporting in Quartzy and QuickBooks.

Overview of What's New

Manage where and when QuickBooks Online fields are shown

Organization admins can now control how the QuickBooks Expense, Class, and Customer fields appear at different points in the requesting and purchasing workflow.

Each field has three configuration settings, and the available options differ slightly between them:

QuickBooks Online fields now appear in exported spend reports

Spend reports exported from the Requests module now include the QBO Expense, Class, and Customer fields associated with each request. This gives lab managers and accounting teams a complete, item-level view of how QBO fields were applied without having to manually combine spreadsheets.

Control which QuickBooks values users can select

Organizations often have a large number of expense accounts, classes, or customers in QuickBooks — some of which aren’t applicable to lab purchasing.

Organization admins can now choose to hide or show individual QBO values in Quartzy’s dropdown menus so only the right options appear.

This allows you to:

• Prevent researchers from selecting irrelevant accounts (e.g., Advertising, Facilities / Building Maintenance, Corporate Software)
• Keep accounting data consistent across all requests
• Provide a cleaner, more intuitive experience for labs

You can also refresh QBO values at any time to sync newly created accounts, classes, or customers.

How to Configure QuickBooks Fields in Quartzy

Follow the steps below after your initial integration connection has been established. See this doc for instructions: How to configure the Quartzy-QuickBooks Online Integration

1. Go to Organization Settings → Integrations

   

2. View the Integrated Field Mapping section, where you'll see all QBO-synced fields listed.

   

    

3. Click the pencil icon next to the field you want to edit

   

4. Configure field behavior:
   • Request Form — Do Not Show / Optional / Required

     • Determines what researchers must fill out when submitting requests.

       

   • Requests Table — Do Not Show / Displayed

     • Controls whether the field appears within the Requests module "Details" column.

       

   • PO / Invoice Form — Do Not Show / Optional / Required

     • Determines what appears when creating and syncing POs and invoices.

       

5. Manage QuickBooks Online value visibility

   • In the Data Synced section, you’ll see the full list of QBO-synced values.

   • You can:

     • Disable values with the X icon

     • Enable values with the + icon

     • Refresh to pull in newly created QBO values

   • Hidden values will not be shown in dropdown menus for any new requests, but will continue to sync correctly wherever already used.