Syncing Credit Card Expenses from Quartzy to QuickBooks Online

Overview

When you use a credit card for lab orders, tracking individual line items, GL codes, and project allocations in your accounting software can be a manual burden. This integration automates that flow. Once an invoice with Credit Card payment terms is approved in Quartzy, it syncs to QBO as an Expense.

Unlike a simple bulk charge, Quartzy pushes line item-level data, creating an Expense transaction with granular GL coding for each item. Each line includes its specific GL account (Expense), Class, and Customer/Project values, ensuring your spend coding is accurate before it even hits your bank feed.

Prerequisites:

• You must have an active and properly configured integration with QuickBooks Online.

• The invoice must have the Payment Terms field set to Credit Card (CC). 

• You must be using the Invoices module in Quartzy.
• Tax, shipping, and handling all sync as line items, so the mapping for each must be selected in organization settings.

Step-by-Step Instructions:

• Create an Order: Mark one or more order requests as Ordered in the Requests module. Make sure to fill in the Confirmation # as it's used to match requests to the invoice, and it can't be added after this step.

  

• 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.

• Match the Invoice to the PO or Order #: 

  • Quartzy's system will automatically match the invoice to the relevant PO or Order if the number is clearly listed on the invoice
  • If the PO/Order match is not automatically found, you can still assign it manually. To do this, locate the PO or Order # field. Results are grouped by PO # and Order # — select either matching record from the dropdown. This links the invoice to the original request(s) made by your researchers.

  
   

• Verify Invoice Data and Spend Coding: Ensure the line items match the invoice and your packing slips/GRNs. You can review or update the following QBO-specific fields for the credit card invoice itself and for each item:
  • QuickBooks Vendor: The vendor list pulled from your QuickBooks account.
  • QuickBooks Payment Account: The credit card or AP account the expense should be recorded against in QuickBooks.
  • Account/Expense: The GL code for the specific type of supply.
  • Class: To track department or project-based spend.

  • Customer/Project: To allocate the cost to a specific client or project.

    
     

• Approve and Sync: Once you have verified that all information is correct and the invoice has been parsed correctly, click the Approve + Sync button.
  
  
   
• Sync to QuickBooks Online: Upon approval, Quartzy instantly creates an Expense record in QBO:
  • Granular Line Items: Instead of one lump sum, the expense is broken down by product, each with its own coding.
  • Documentation: The original invoice PDF is attached to the QBO expense record for audit readiness.

  • Seamless Reconciliation: The expense will appear in your QBO Bank Feed, allowing you to simply click "Match" when the credit card transaction clears.

    

Standalone credit card expenses

If a credit card invoice doesn't correspond to any order request in Quartzy — for example, a service charge or a purchase placed outside Quartzy — you can leave the PO or Order # field empty instead of matching it to an Order Number. The invoice still syncs to QBO as an Expense on approval, using the invoice's own line items rather than order data. Matching to an Order Number is still recommended when possible, since it gives you receipt-based verification before the expense syncs, but it isn't required.

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