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Excluding Individual Records from QuickBooks
Excluding Individual Records from QuickBooks

Learn how to exclude individual records from syncing into QuickBooks

Teddy Widom avatar
Written by Teddy Widom
Updated over 8 months ago

Need a blanket project-wide exclusion instead? Reach out to hello@materioapp.com with the project name(s) that you would like to exclude.

When you use Materio's QuickBooks integration, you can choose to exclude individual records from syncing into QuickBooks. Common reasons for this include:

  1. To avoid duplicates when transferring a project from another system into Materio

  2. To temporarily adjust reporting data in QuickBooks

  3. To fix any inconsistencies that arise between Materio and QuickBooks

You can learn more about these three use cases below.

The following instructions work for any kind of financial record in Materio (retainers, deposits, invoices, credits, purchase orders, and expenses).

Steps to exclude an individual record

To exclude a particular record from syncing to QuickBooks:

  1. Navigate to the page listing the record you want to exclude.

  2. Click to open the record you want to exclude.

  3. Click to open the "More actions" menu (the button that looks like three dots).

  4. Click "Exclude from QuickBooks."

  5. Click the orange "Exclude" button to confirm the exclusion.

After this, Materio will remove this record from QuickBooks if it had previously synced. And, future updates to this record in Materio will not sync into QuickBooks.

You may need to wait around 10 seconds then refresh the page to see the up-to-date exclusion status reflected on this record.

Steps to re-include an individual record

You can always re-include a record later if you excluded it in error or if you only intended to temporarily exclude it:

  1. Navigate to the page listing the record you want to reinclude.

  2. Click to open the record you want to reinclude.

  3. Click to open the "More actions" menu (the button that looks like three dots).

  4. Click "Reinclude in QuickBooks."

  5. Click the black "Reinclude" button to confirm the reinclusion.

That's it! After this, Materio will sync this record into QuickBooks. And, future updates to it in Materio will continue to sync into QuickBooks.

You may need to wait around 10 seconds then refresh the page to see the up-to-date re-inclusion status reflected on this record.

Use cases for excluding records from QuickBooks

Transferring in-progress projects from other systems into Materio

To transfer an in-progress project, you can enter all the existing financial records for the project into Materio so that your project finances are accurate in Materio. Then, you can exclude those historical records from Materio's QuickBooks sync, since they have already synced from your original system into QuickBooks.

Temporarily adjusting reporting data in QuickBooks

If there is an incorrect or incomplete financial document from Materio that affects reporting in QuickBooks, you can temporarily exclude it so that your books stay accurate in QuickBooks. Once you have corrected or completed the document in Materio, you can re-include it so that it starts to be reflected in your QuickBooks reporting.

Fixing inconsistencies between Materio and QuickBooks

Inconsistencies can arise between Materio and QuickBooks, particularly if you have made edits directly on QuickBooks rather than in Materio. If you find a record where Materio and QuickBooks do not match, exclude, wait 10 seconds, refresh the page, then re-include that record. This will remove the inconsistent record from QuickBooks then resync a fresh, accurate copy from Materio into QuickBooks.

Troubleshooting

If you don't see the button to exclude (or re-include) a record

You are likely missing some required setup or permissions:

  1. On the QuickBooks page, make sure Materio is connected to QuickBooks

  2. On the QuickBooks page, make sure syncing is enabled for this type of record (the option to exclude a record will not appear unless syncing is generally enabled for that specific kind of record).

  3. Ask your company admin to check your permissions. For invoices and credits, you need billing access in Materio. For purchase orders and expenses, you need to either be an admin or have full project edit access in Materio.

If you don't see any change after excluding or re-including a record

If you have clicked to exclude or re-include a record from QuickBooks, but don't see that it has worked, try waiting around 10 seconds then refreshing the page. You should then see an up-to-date indication of whether the record is excluded or not.

If excluded records are still showing up in QuickBooks

If you've requested an exclusion, but after a couple minutes the records are still showing up in QuickBooks, it's possible that Materio was unable to remove them. This can happen if those records have already been matched to your bank feed in QuickBooks or are otherwise linked to other records already in QuickBooks. In that case, QuickBooks will not allow Materio to remove the records. Go to your QuickBooks bank feed and unmatch any records you want to exclude. Then, go back to Materio and try the exclusion again.

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