What’s changing?
Starting March 23, 2026, Quartzy is changing how it talks to Quickbooks Online (QBO). New Purchase Orders and Bills will now sync using Category Details (direct GL/Expense accounts) instead of Item Details (Products & Services).
This update aligns Quartzy with how most accounting teams prefer to manage purchasing in QuickBooks.
Why the switch?
Previously, syncing required a “middleman.” You had to map every item to a QuickBooks Product or Service before it could reach your Expense accounts.
Most accounting teams find this extra step unnecessary. By syncing directly to Categories, we’re removing that hurdle and making your QBO environment much easier to maintain.
Benefits of Category-Based transactions
Direct Account Mapping: Your POs and Bills go straight to your GL accounts. No more managing an endless list of "Products & Services" just to get your accounting right.
More Flexibility: You can now code the same item to different expense accounts depending on the lab, department, or project — without having to create duplicate items in QuickBooks.
Zero Maintenance: Quartzy will no longer clutter your QuickBooks account with automatically created "Product" records. Your data stays clean and focused.
What stays the same
Your day-to-day workflow in Quartzy won’t change at all. You will still:
- Create Purchase Orders the same way.
- See the same item-level details in Quartzy.
- Sync Vendors, Class, Customer/Project, descriptions, and amounts.
The only difference is where the data appears in QuickBooks.
What will the changes look like in QuickBooks Online?
After March 23:
| Before | After |
|---|---|
| Line items appear under Item Details | Line items appear under Category Details |
| Mapping controlled by Products & Services | Mapping controlled by Expense / GL accounts |
| Quartzy creates QuickBooks items | No new QuickBooks items created |
Don’t worry about losing info: Item descriptions and purchasing details remain visible in QuickBooks.
Before (Item Details)
After (Category Details)
What happens to my existing QuickBooks transactions?
In short: Nothing. We aren’t touching your history.
- Any transactions created before March 23 will remain exactly as they are.
- Existing Products & Services records remain unchanged in QuickBooks Online.
You may inactivate unused Products & Services in QuickBooks at any time. It won’t break your past Quartzy data.
Shipping, Handling, and Tax improvements
We’ve also improved how additional charges sync:
- Shipping and Handling are now tracked as their own line items.
- You can sync these fees to their own specific GL accounts for cleaner reporting.
Are any settings being deprecated?
Yes. Two legacy settings are being removed on March 23, 2026:
- "Use the catalog number only" — This created QuickBooks items using catalog numbers alone, which could cause conflicts when the same catalog number appeared across different vendors.
- "Use a custom default" — This assigned a single default Products & Services record to all synced purchases.
If your organization uses either of these settings, you'll be automatically migrated to Expense Lines on March 23. If you'd prefer item-based syncing, you can switch to the "Create Unique Items" setting before that date.
Can I opt out of the settings change?
Organizations that don’t use one of the deprecated settings are eligible to opt out.
To do so, fill out this Google Form before Mar 20, 2026.
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