The Materio QuickBooks integration is a one-way sync from Materio into QuickBooks. Changes do not sync back the other way (from QuickBooks into Materio).

As a rule of thumb, create, edit, and delete your records in Materio only. Avoid updating or deleting synced records directly on QuickBooks. Changes you make on QuickBooks will not sync back into Materio. They may even be overwritten the next time Materio syncs an update into QuickBooks.

Before syncing a customer, project, or vendor, Materio automatically searches for existing QuickBooks records with exactly matching names or emails. If Materio finds an exact match in QuickBooks, we use that match rather than creating a new record.

If you do get duplicates in QuickBooks (possibly because a name or email did not exactly match) then you can clean them up by merging the duplicates in QuickBooks. Materio will automatically detect and use the merged record for all future syncing.

Prefer merging duplicates on QuickBooks over simply deleting or deactivating them. Simply deleting or deactivating duplicates (without merging them into something else) is not an effective way to remove them, as Materio will automatically recreate or reactivate any inactive QuickBooks customer, sub-customer, project, etc. the next time something needs to be synced into it.

If you are transferring an in-progress project from a different system into Materio, you may want to enter historical invoices, credits, expenses, or purchase orders into Materio so that your project totals are accurate.

However, if those records have already synced from your old system into QuickBooks, you should use Materio's "Exclude from QuickBooks" feature to tell Materio not to sync duplicate copies of historical records into QuickBooks. You can learn more about that feature here.

Yes, with a small amount of manual setup. See: Syncing into QuickBooks Projects for instructions.

To control which QuickBooks account is used for each synced transaction, follow the steps in this article: Mapping to your QuickBooks chart of Accounts.

Materio creates a single QuickBooks product for each of our top-level categories, e.g. "Materio Products," "Materio Services," "Materio Billable Expenses," etc. We do not create a separate QuickBooks product for each individual item sold in each of your projects (each individual couch, each individual chair, etc.).

Yes, Materio automatically syncs transaction fees and payment processing fees into QuickBooks, including:

Transaction fees are represented as one or more journal entries directly attached to the QuickBooks payment on which they were incurred. Learn more with this short video.

(Optional) To ensure your synced transaction fees are properly categorized, first go to the QuickBooks integration page, click "Manage settings", fill out the "Transaction fees" section, then click "Update accounts."

Materio offers four different billing options:

Learn more about Materio's different billing options here.

Learn more about setting up liability vs. income accounts here.

Materio places all invoice payments received from clients into the "Undeposited Funds" account in QuickBooks (sometimes named "Payments to deposit").

QuickBooks will then auto-suggest matches between payments you've received and your bank transaction feed, based on payment amount and date. Learn more with this short video.

Yes, you can choose to exclude individual records from syncing into QuickBooks. Common reasons for this include:

You can learn more about this feature here.

Materio's QuickBooks integration is currently geared towards tracking finances at the project-level. To track general overhead or any transactions that happen at a company-wide level rather than on a specific project, enter and manage those transactions directly in QuickBooks.

Project-level: enter and manage in Materio (with auto sync to QuickBooks)

Company-level: enter and manage directly in QuickBooks (no sync)

For example, when you place a purchase order for a specific client's furniture, or when you invoice your client for that furniture, track those transactions in Materio and allow them to sync to QuickBooks automatically. But, when you do payroll or pay rent for your firm's office space, track those transactions directly in QuickBooks.

The QuickBooks integration works with QuickBooks Online Essentials or above tiers, including:

Additionally, if you are on QuickBooks Online Plus or above tiers, then Materio can also:

Note that these two extra features are optional, and the integration works well without them.

Compatible: Essentials, Plus, & Advanced

Sync POs and Projects: Plus & Advanced

Not compatible: Simple Start & Desktop

In QuickBooks, a project (sub-customer) can be owned by only one client (customer). That's a different model from Materio, where a project can have multiple clients invited, and we have no concept of which client is "primary."

Suppose the first thing you sync from Materio is an invoice. In that case, Materio uses whichever client you've assigned to that invoice as "the primary client", and syncs that to QBO as the top-level customer, then nests the project underneath as a sub-customer.

However, if the first thing you sync from Materio is an Expense or PO, Materio doesn't know which client to use, so we create a "placeholder" top-level customer in QBO to own the project (QBO sub-customer).

You are free to rename that placeholder in QBO to whatever you choose. You might rename it to a couple's name or a person's name... whatever couple owns the home being renovated or whatever person is the "primary" client.

The only accounting software supported is Quickbooks Online. We hope to integrate with other software in the future, but at this time, we're focused on creating a great experience with the software that most of our user base utilizes.

Materio does not integrate with QuickBooks Desktop. Intuit, the parent company of QuickBooks, has stated that they will discontinue service for QuickBooks Desktop after May 31, 2024. We suggest migrating to QuickBooks Online before May 31, 2024, and we will assist with integrating Materio and QuickBooks Online.

Feedback, issues, or questions? Email us at hello@materio.co!