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 is matched to a credit card order in Quartzy and approved, it syncs to QBO as an Expense.

Unlike a simple bulk charge, Quartzy pushes PO-level data, creating an expense with individual line items for each product. 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 be matched to an Order Number rather than a PO.
• 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 the 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 Order Number: In the invoice entry form, locate the PO Number field. Select the "No PO", then search for the order number in the dropdown list. This links the digital invoice to the original request 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.
  
  
   
• Automatic 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.

    

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.