Skip to main content
Syncing Expenses to QuickBooks

Automatically sync expenses from Materio to QuickBooks Online

Teddy Widom avatar
Written by Teddy Widom
Updated over 6 months ago

Materio can automatically sync all project expenses into QuickBooks Online, ensuring your books are always accurate and up-to-date.

How Expense Syncing Works

After you connect to QuickBooks Online, every time you submit, update, or delete an expense in Materio, Materio will automatically take the equivalent action in QuickBooks for you. The sync will include following information for each expense:

  • Customer

  • Project

  • Description

  • Amount

  • Payment card and/or method

  • Submitter name

  • Category

  • Project scope item name

  • Attachment files (excluding .heic and .html file types)

Setup

On the QuickBooks Page, make sure you are connected to QuickBooks Online.

Then make sure the "Sync expenses" switch is toggled to the ON position.

Next, click "Manage purchasing methods" and select the accounts and cards your firm uses for purchasing. This will let you record which debit card, credit card, checking account, etc., you used to pay for each expense. It is important to enter this information accurately in Materio so that QuickBooks can automatically match each expense to its credit and bank transaction feed.

Important: Click "Manage purchasing methods" on the QuickBooks Page and set it up before syncing expenses. This is necessary for QuickBooks to match expenses to its credit card and bank transaction feed.

Details

It doesn't matter where your expense is submitted; the sync works the same whether you submit the expense through a browser or through the mobile app.

By default, Materio syncs new and updated expenses to QuickBooks. Older expenses that predate your connection to QuickBooks will not automatically sync. However, you can always click the "Sync now" button to sync older expenses to QuickBooks.

This is a one-way sync from Materio into QuickBooks. Make all edits to expenses in Materio and let the updates automatically sync to QuickBooks. If you edit a synced expense directly in QuickBooks, your changes may be overwritten the next time Materio syncs.

Did this answer your question?