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QuickBooks Online Integration

Connect FlowLogik to QuickBooks Online and sync expenses, bills, and vendors automatically.

Overview​

FlowLogik's native QuickBooks Online integration syncs all your expense data directly to QuickBooks. No manual exports, imports, or CSV files needed.

Setup​

Step 1: Connect QuickBooks​

  1. Go to Settings → Integrations in FlowLogik
  2. Click Connect next to QuickBooks Online
  3. Sign in to your QuickBooks account
  4. Click Authorize to grant FlowLogik access
  5. Wait 10-30 seconds for initial sync

Step 2: Verify Connection​

After connecting, FlowLogik syncs:

  • ✅ Chart of accounts (expense accounts, bank accounts)
  • ✅ Vendor list
  • ✅ Tax codes
  • ✅ Classes (if enabled)
  • ✅ Locations (if enabled)
  • ✅ Payment methods

Check Settings → QuickBooks Mapping to verify all data synced correctly.

Step 3: Configure Field Mapping​

Map FlowLogik fields to QuickBooks fields:

Default Mappings:

  • Vendor → Vendor
  • Amount → Total
  • Tax → Sales Tax
  • GL Account → Category
  • Payment Method → Payment Method
  • Notes → Memo
  • Receipt Image → Attachments

You can customize these in Settings → QuickBooks Mapping.

What Gets Synced​

From QuickBooks → FlowLogik​

Synced Automatically:

  • Vendors (name, email, address, terms)
  • Chart of accounts (account name, type, number)
  • Tax codes (name, rate)
  • Classes and locations (if enabled)
  • Payment methods

Sync Frequency:

  • On connect (initial sync)
  • Daily (automatic refresh)
  • On-demand (click refresh button)

From FlowLogik → QuickBooks​

Created in QuickBooks:

  • Bills (for unpaid vendor invoices)
  • Expenses (for paid expenses)
  • Credit Card Charges (for credit card purchases)
  • Vendors (if new vendor not in QuickBooks)

What's Included:

  • All line items
  • Tax amounts
  • GL account coding
  • Classes and locations
  • Memo/notes
  • Receipt image (as attachment)

Transaction Types​

Bill (Unpaid Vendor Invoice)​

Use when you receive a bill that needs to be paid later.

When to Use:

  • Vendor sends an invoice
  • Payment due in 30/60/90 days
  • Need to track payables

Creates in QuickBooks:

  • Bill transaction
  • Vendor payable
  • Receipt attached

Expense (Paid Expense)​

Use when expense has already been paid.

When to Use:

  • Employee paid with personal card (reimbursable)
  • Expense paid with company card
  • Cash purchase

Creates in QuickBooks:

  • Expense transaction
  • Posted to bank/credit card account
  • Receipt attached

Credit Card Charge​

Use when expense was charged to company credit card.

When to Use:

  • Credit card purchase
  • Need to match to credit card statement
  • Track as credit card liability

Creates in QuickBooks:

  • Credit card charge
  • Posted to credit card account
  • Receipt attached

Field Mapping​

Vendor​

FlowLogik extracts vendor name from receipt.

QuickBooks matches to existing vendor or creates new vendor.

Tips:

  • Review vendor match before syncing
  • Merge duplicate vendors in QuickBooks
  • Use consistent vendor names

Amount & Tax​

FlowLogik extracts total amount and tax separately.

QuickBooks records as:

  • Line amount (subtotal)
  • Tax amount (sales tax)
  • Total (line + tax)

Tips:

  • Verify tax amounts before syncing
  • Set tax code if not auto-detected
  • Use tax-inclusive or tax-exclusive as needed

GL Account (Category)​

FlowLogik shows your chart of accounts from QuickBooks.

QuickBooks posts to the selected expense account.

Tips:

  • Create GL account mapping rules for common vendors
  • Use sub-accounts for better tracking
  • Review account selection before syncing

Class & Location​

FlowLogik syncs classes and locations from QuickBooks.

QuickBooks requires class/location if enabled in preferences.

Tips:

  • Enable classes for department/profit center tracking
  • Enable locations for multi-location businesses
  • Make required or optional based on your needs

Payment Method​

FlowLogik extracts payment method (cash, card, check).

QuickBooks records payment method for reporting.

Options:

  • Cash
  • Check
  • Credit Card
  • Debit Card
  • PayPal
  • Custom payment methods

Notes & Memo​

FlowLogik lets you add notes to expenses.

QuickBooks stores in memo field.

Tips:

  • Add context for future reference
  • Include project or client name for billable expenses
  • Note business purpose for tax compliance

Receipt Attachments​

FlowLogik automatically attaches receipt image.

QuickBooks stores as attachment on transaction.

Tips:

  • View attachments in QuickBooks Desktop or Online
  • Download or print for audit trail
  • Attachments stored securely in QuickBooks

Advanced Features​

Multi-Line Expenses​

Split expenses across multiple GL accounts, classes, or locations.

Example:

  • $50 → Office Supplies
  • $30 → Meals & Entertainment
  • $20 → Travel

Each line item becomes a separate line in QuickBooks transaction.

Customer/Job Tracking (Billable Expenses)​

Assign expenses to customers/jobs for billable work.

How it Works:

  1. Select customer/job in FlowLogik
  2. Mark as billable
  3. Sync to QuickBooks
  4. Invoice customer later (QuickBooks will pull in billable expenses)

Multi-Currency​

Process expenses in any currency.

How it Works:

  1. FlowLogik detects currency from receipt
  2. Converts to your base currency (e.g., USD)
  3. Records both amounts in QuickBooks
  4. Uses exchange rate at transaction date

Bulk Sync​

Sync multiple expenses at once.

How it Works:

  1. Select multiple expenses in FlowLogik
  2. Click "Bulk Sync to QuickBooks"
  3. All selected expenses sync in one batch
  4. Review sync status for each

Troubleshooting​

Connection Issues​

Problem: Can't connect to QuickBooks

Solutions:

  • Verify you're using QuickBooks Online (not Desktop)
  • Check your QuickBooks subscription is active
  • Try disconnecting and reconnecting
  • Clear browser cache and try again

Sync Errors​

Problem: Expense fails to sync

Common Causes:

  • Missing required field (GL account, class, location)
  • Vendor not found in QuickBooks
  • Invalid tax code
  • Duplicate transaction detected

Solutions:

  • Review error message for specific issue
  • Fill in required fields
  • Create vendor in QuickBooks first
  • Check for duplicates before syncing

Duplicate Vendors​

Problem: Multiple vendors with similar names

Solution:

  1. Go to QuickBooks → Vendors
  2. Find duplicate vendors
  3. Select duplicates and merge
  4. Refresh FlowLogik to update vendor list

Missing Chart of Accounts​

Problem: Can't find expense account in FlowLogik

Solution:

  1. Create account in QuickBooks first
  2. Go to FlowLogik → Settings → Integrations
  3. Click "Refresh" next to QuickBooks
  4. Account should now appear in dropdown

Best Practices​

Keep Data Clean​

  • Review vendor matches before syncing
  • Merge duplicate vendors regularly
  • Use consistent GL account coding
  • Add notes for context

Set Up Mapping Rules​

Create rules to auto-map common expenses:

  • Starbucks → Meals & Entertainment
  • Shell Gas Station → Vehicle Fuel
  • Office Depot → Office Supplies

Regular Reconciliation​

  • Reconcile credit cards monthly in QuickBooks
  • Match FlowLogik expenses to bank/card transactions
  • Review unmatched items
  • Close period once reconciled

Audit Trail​

  • Keep receipt images attached in QuickBooks
  • Add notes for business purpose (tax compliance)
  • Review approval history in FlowLogik
  • Export reports for year-end

FAQ​

Can I use QuickBooks Desktop?​

Not yet. FlowLogik currently supports QuickBooks Online only. QuickBooks Desktop support coming soon.

What if I have multiple QuickBooks companies?​

Connect one QuickBooks company per FlowLogik organization. Create separate FlowLogik organizations for multiple companies.

Can I disconnect QuickBooks?​

Yes, go to Settings → Integrations → QuickBooks → Disconnect. Previously synced data remains in QuickBooks.

What happens if I reconnect?​

FlowLogik re-syncs vendors, accounts, and settings. No duplicate transactions are created.

Can I sync to multiple accounting systems?​

Not currently. One accounting system per organization.

Does FlowLogik store my QuickBooks credentials?​

No. FlowLogik uses OAuth 2.0 for secure authentication. Your QuickBooks password is never stored.

How often does data sync?​

  • Vendors/accounts: Daily automatic refresh
  • Expenses: On-demand when you click sync
  • Can force refresh anytime in Settings

Need Help?​

📧 Email: support@flowlogik.com
💬 Live Chat: Available in the dashboard
📺 Video Tutorial: Watch QuickBooks Setup Guide
📚 Knowledge Base: help.flowlogik.com