Sync with QuickBooks Desktop: At a glance

This article will give you an overview of how our sync with QuickBooks Desktop works. If you are looking to set up your sync, please check out the sync setup article linked at the bottom of this page.

Key CashFlow utilizes the Bill.com Sync Dashboard to transfer information between Key CashFlow and QuickBooks Desktop.

Accounts without 2-way bill sync enabled

Accounts with 2-way bill sync enabled

If you've enabled 2-way bill sync:

With each sync, Key CashFlow picks up changes made in QuickBooks to:

• Accounts
• Departments (called Classes in QuickBooks)
• Vendors
• Bills (if 2-way bill sync is enabled)
• Jobs (called "Customer: Jobs" in QuickBooks)
• Bank Balance - shown when paying bills
• Customers
• Invoices (new and edited invoices)
• Items

QuickBooks picks up any changes made in Key CashFlow to:

• Accounts
• Departments (called Classes in QuickBooks)
• Vendors
• Bills
• Billable expenses
• Bill Payments
• Vendor Credits
• Funds Transfers
• Customers
• New invoices
• Invoice payments

Things to know

Payables without 2-way bill sync enabled

• We recommend creating all bills, vendor credits, approvals, and payments in Key CashFlow
• Edits made in QuickBooks for bills, vendor credits, approvals and payments won't sync to Key CashFlow

Payables with 2-way bill sync enabled

Creating and editing bills in QuickBooks Desktop will sync to Key CashFlow. Creating and editing bills in Key CashFlow will sync to QuickBooks Desktop.

• We recommend creating all vendor credits, approvals, and payments in Key CashFlow
• Edits made in QuickBooks for vendor credits, approvals and payments won't sync to Key CashFlow

Receivables

• Invoices can be created in either QuickBooks or Key CashFlow
• Invoices created directly in Key CashFlow can be edited until the invoice syncs to QuickBooks
  • After the sync, invoices can only be edited in QuickBooks
• If creating invoices in QuickBooks, select To be emailed for each invoice. You can then select these invoices to email within Key CashFlow.
• Partial payments should be applied to an invoice before applying credit memos
• QuickBooks picks up new invoices entered in Key CashFlow and payments received via Key CashFlow. Key CashFlow picks up any changes to invoices and customers from QuickBooks.
• The date the sync is connected is considered the sync start date for AR invoices. If your sync was connected on Jan 1, 2020, only AR invoices with invoice dates of Jan 1, 2020 or later will sync into Key CashFlow, no matter the creation date.
  • Any invoices dated before Jan 1, 2020 won't sync from QuickBooks to Key CashFlow, and Customer Support can't force them over
  • If you manually create those invoices in Key CashFlow, they'll try to sync to QuickBooks, and there will be a duplicate error if the invoice already exists in QuickBooks. Delete the invoice in QuickBooks and let the newly created invoice in Key CashFlow sync to QuickBooks.

Resources

• Sync Matrix for QuickBooks Desktop