QuickBooks Online Integration Overview & FAQs

Note: Quartzy's QuickBooks Online integration is included in Professional, Enterprise, and Academic subscription plans.

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
Default Payment Account — The account used to pay Expense transactions (e.g., your company's default credit card). This field is unavailable when Invoices are set to "Always sync as Bills."

Invoices

Choose when invoices sync to QuickBooks Online as Bills or Expenses:

Sync based on Payment Terms — Invoices with "Credit Card" terms sync as Expenses; all other terms sync as Bills.
Always sync as Bills — All invoices sync to QuickBooks as Bills, regardless of Payment Terms.
Always sync as Expenses — All invoices sync as Expense Transactions, regardless of Payment Terms.

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.

GL Code Mapping

Map Shipping, Handling, and Tax values once for all transaction types. For each fee type, choose:

Specific Account/Expense — map to a specific GL account from your QBO Chart of Accounts
Allocate Proportionally to Line Item Accounts — spread the cost across the GL accounts used on the transaction's line items

Account Display Preferences

Choose how QuickBooks Account Names are displayed in Quartzy:

Account Number Format
- Show Account Numbers — prepend the QBO account number to the displayed account name
- Hide Account Numbers — hide the QBO account number
Subaccount Display
- Show subaccounts nested under parent accounts
- Show subaccount names only

These preferences only control how account names are labeled/displayed in Quartzy. They don't change which account a transaction syncs to in QuickBooks Online.

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

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

What data syncs to QuickBooks Online?

Configuring your QuickBooks Integration Settings

FAQs

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