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.

Sync preferences

After the first sync completes, fill out sync preferences. Some fields will be pre-filled, review to ensure the corrects accounts have been selected.

  1. Select Settings

  2. Under Sync, select Preferences

  3. Select Edit

  4. Select the QuickBooks Online accounts to use (we filled the list with your QuickBooks Online Chart of Accounts during the first sync) for the following settings (if applicable):

    • Sync Automatically
      • This ensures the sync is run at least once daily. The sync will run approximately 24 hours from the last sync time. However, the sync can always be run manually via the Sync Now button at any time.
    • Sync Only Approved Bills and Vendor Credits
      • Note: This setting is not reversible. Once turned on it can not be turned off.
      • This allows only those bills that have been fully Approved in Key CashFlow to sync to the accounting software
    • Enable 2-Way AP Payment Sync
      • This allows AP payments in your accounting software to sync to Key CashFlow
    • Unallocated Expense Account
      • This is where bills with no GL accounts specified in Key CashFlow will post to during the sync
    • Default Bank Account in Accounting Software
      • This is the default bank account used to record any payments made outside of Key CashFlow
    • Deposit To Account
      • Ex: Undeposited Funds is frequently used to record check payments received, but not yet deposited
      • This is the default account to record payments received outside of Key CashFlow
    • GL Account For Bank Account XXXX
      • This is where payments made/received through the specified bank account will post
    • Master In Case of Conflict
      • If a record is updated with different values in Key CashFlow and the accounting software before the next sync, only the values for the record set as master will be kept.
  5. Select Save

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.