QuickBooks Online Integration Overview & FAQs

Quartzy's integration with QuickBooks Online (QBO) helps Lab Managers and Accountants save time by eliminating tedious, manual data entry. Procurement data entered in Quartzy flows automatically into your QBO account, where you can review everything in one place. 

What data syncs to QuickBooks Online?

Quartzy can sync Purchase Orders, Bills, and Expense Transactions to QuickBooks Online. 

The following header-level fields are supported at the transaction level:

• QuickBooks Vendor — required; user selects from a dropdown, and Quartzy remembers the Quartzy Vendor <> QBO Vendor mapping for all future transactions
• QuickBooks Location / Department — optional; maps to a record in your "Locations" or "Department" list. Track Locations must be enabled in your QBO account for data to sync from Quartzy. 
• Tax — optional; can be mapped to a specific GL account
• Shipping — optional; can be mapped to a specific GL account
• Handling — optional; can be mapped to a specific GL account
• Memo (Purchase Order Only) — optional, user-populated text field
• QuickBooks Payment Account (Expense transactions only) — required to sync an Expense transaction

The following line item-level data is synced:

• QuickBooks Expense Account — required; maps to a record in your QBO Chart of Accounts
• QuickBooks Class — optional; maps to a record in your QBO Class list. Track Classes must be enabled in your QBO account for data to sync from Quartzy
• QuickBooks Customer — optional; maps to a record in your QBO Customer List. Track expenses and items by customer must be enabled in your QBO account for data to sync from Quartzy
• Item Name / Description — automatically pulled directly from the related Quartzy order request
• Catalog Number — automatically pulled directly from the related Quartzy order request

Configuring your QuickBooks Integration Settings

Your organization's QuickBooks Integration Settings page lets you control how Quartzy syncs with QuickBooks Online. Here's what you can configure:

Account Mapping

• Default Expense Account — the default expense (GL) account used for all line items (e.g. General Lab Supplies). When an expense account is not selected before syncing a transaction, this value will be used. 
• Default AP Account — The Accounts Payable account used for Bills

Credit Card Expenses

For credit card expense transaction syncing, you can map Shipping, Handling, and Tax to specific GL accounts (e.g., "Shipping Paid," "Handling Paid," "Taxes & Licenses").

POs & Bills

• Line Items — choose how Quartzy sets transaction lines on POs and Bills
  • Select Expenses (Sets GL Codes / Categories) — Recommended. Populates the the Category Details section on POs and Bills. 
  • Create Unique Items Based on Catalog Numbers (Sets Products/Services) — Populates the Item Details section on POs and Bills. Creates new "non-inventory" Product & Services records in QBO. 

• Shipping, Handling, and Tax — map each value to its own GL account or Product/Service record in QuickBooks Online
  • Specific Account / Expense — map to a specific GL account from your QBO Chart of Accounts
    • If the Credit Card Expense settings have already been filled out, we'll automatically copy your preferences from that section
  • Specific Item — Map to a specific QBO product or service
    • Only supported when the "Create Unique Items" line item setting is enabled

Field Mapping

• Manage where and when QuickBooks Online fields are shown
• 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
• Learn more about how to configure your specific fields here: Managing QuickBooks Expense, Class, and Customer Fields on Requests

Helpful Links

• How to connect your QuickBooks Online Account to Quartzy 
• How to sync a PO from Quartzy to QuickBooks Online
• Automatically Push Bills From Quartzy to QuickBooks Online For Any Vendor
• Syncing Credit Card Expenses from Quartzy to QuickBooks Online
• Managing QuickBooks Expense, Class, and Customer Fields on Requests
• Understanding the QuickBooks Department field in Quartzy
• Webinar: QuickBooks Online Integration

FAQs

How does it work? 

Quartzy's QuickBooks Online integration syncs transaction line items directly to Expense accounts (GL codes/categories). This is the recommended setting and means your POs and Bills flow into QBO as expense lines tied to the GL accounts your team selects in Quartzy.

If your organization prefers, you can alternatively choose to sync line items as unique non-inventory items based on catalog numbers (using QBO's Products & Services). However, we strongly recommend the Expense lines setting for most organizations. 

Reach out to support@quartzy.com for help selecting the right settings for your organization. 

How are Bills created in QuickBooks Online?

When a Bill is synced to QuickBooks Online from the Quartzy Invoices module, Quartzy:

• Creates a new Bill transaction record in QuickBooks Online
• Populates the Bill with the line items and costs from the invoice 
• Links the new Bill directly to the original Purchase Order (when applicable)
• Attaches the invoice PDF from Quartzy to the Bill for your records

Can Quartzy integrate with QuickBooks Desktop/etc? 

At this time, Quartzy only integrates with the web-based QuickBooks Online. 

Next Up: Learn how to integrate your QuickBooks and Quartzy accounts

More questions? Contact us