QuickBooks Online sync setup guide

This guide will walk through setting up the sync with QuickBooks Online.

Table of Contents

Sync Overview

The following image shows what objects sync and in which direction.
QuickBooks Online sync flow 1 way payments

Pre setup requirements

In order to complete the Sync Setup steps listed below, please note the following requirements:

QuickBooks Online: To connect the sync, a Primary Administrator or Company Administrator is required Key CashFlow: A user with the Administrator or Accountant role is required.

Connect the Sync

  1. Select the sync icon and select Setup QuickBooks Online
    Sync icon - setup
  2. Select Connect to QuickBooks
    Connect to QBO
  3. Enter QuickBooks Online login credentials and select Sign In
    • If you are already logged into QuickBooks Online on another browser tab, we will detect it
      QBO login creds
  4. Select the company in QuickBooks Online, if more than one, to sync
  5. Select Confirm
    • For accountants adding this for your own firm, select add app to firm
      Select company
  6. Select simple sync preferences
    ![Simple sync prefs]()
  7. Select Save & Sync

The Sync is now connected.

Accounting Preferences

The following settings will be set based on settings within QuickBooks Online:

  • Show Account Numbers
  • Use Locations
  • Use Classes
  • Use Customer/Jobs in Payables
  • Use Items in Payables

To set additional or update preferences:

  1. Select Settings
  2. Under Accounting, select Preferences
  3. Select Edit
  4. Turn on any other settings that will need to be available in Key CashFlow
  5. Select Save
  6. Select the sync icon and Sync Now to run another sync

The sync setup with QuickBooks Online is now complete.

Things to know

  • The sync will only pull in invoices created or updated within the last 90 days from the date the sync is first set up
    • If an invoice older than 90 days need to be synced over to Key CashFlow, select Edit and then Save on the invoice - this will trigger an update. Since the sync queries for recent updates, the next sync will now pull in that invoice due to the update.