QuickBooks Online sync: Frequently asked questions (FAQ)

What Syncs?

Accounts signed up before 9/15/17

QuickBooks Online sync flow

Accounts signed up after 9/15/17

Sync Flow 2 way payments


Why are some of my bills/invoices not showing up in Key CashFlow from QuickBooks Online?

  • Make sure you've set your sync preferences (Unallocated Expense, Unallocated Income, Bank account GL…)
  • Only unpaid bills and invoices will sync from QuickBooks Online to Key CashFlow. We don't sync historical paid or partially paid bills or invoices.
  • The only currency supported by Key CashFlow, is the US dollar (USD), and bills and invoices must be in that format in order to sync
  • Bill and invoice numbers are required in order for these to sync from QuickBooks Online into Key CashFlow
  • Items and transactions from QuickBooks Commerce do not sync.

How do I track the application of vendor credits?

When applying a vendor credit in Key CashFlow, the application will sync back to QuickBooks Online based on payment status of the bill.

How do I stop bills/invoices syncing from QuickBooks Online?

By default, transactions have a 2-way sync. If you want them to sync only from Key CashFlow to QuickBooks Online, please contact Customer Support.

How can I view my bill documents from QuickBooks Online?

Documents don't sync between Key CashFlow and QuickBooks Online.

How and where do I sync?

Sync can be performed from within Key CashFlow in two different ways.

  • Option one

    1. Select the sync icon at the top of any Key CashFlow page
    2. Select Sync Now


  • Option two

    1. Select the sync icon
    2. Select Sync Now

When syncing, do I have to sit and watch?

You can leave the sync screen at any time and continue to work in Key CashFlow. The sync icon at the top of the page in Key CashFlow will show your sync progress.

Do I need to sync manually every time?

  • While you can sync manually at any time, you can turn on auto-sync and the sync will automatically run. We suggest syncing daily to ensure QuickBooks Online and Key CashFlow are up-to-date, and financial reports are accurate.
  • To turn on Auto Sync:
    1. Select Settings
    2. Select Preferences under Sync
    3. Select the edit icon
    4. Select Sync Automatically
    5. Select Save

Why aren't the payments I record in QuickBooks Online syncing to Key CashFlow?

For accounts created before 9/15/17, payments only sync in one direction, from Key CashFlow to QuickBooks Online by default. Payments recorded in QuickBooks Online won't sync over to Key CashFlow, unless you enable the option to sync 2-ways in sync preferences.

  1. Select Settings
  2. Select Preferences under Sync
  3. Select the edit icon
  4. Select Enable 2-Way Payment Sync
  5. Select Save