QuickBooks Online sync: Notes and best practices

Object QuickBooks Online to Key CashFlow Key CashFlow to QuickBooks Online Notes + Known Limitations
General Chart of Accounts Yes Yes
Departments No No
Locations Yes Yes - Only first line item location (Key CashFlow bill/vendor credit) is sent to QuickBooks Online
- If locations are different on line items within the same bill, sync error will occur
Classes Yes Yes - Classes won't sync to QuickBooks Online from Key CashFlow on AR invoices if classes aren't set to per line (instead of one per entire transaction)
- Classes will still sync from QuickBooks Online to Key CashFlow but not from Key CashFlow to QuickBooks Online
Employees No No
Jobs Yes Yes Syncs into Key CashFlow as a Customer record and will be linked as a sub customer to the parent customer
Currency Yes Yes - Multi-currency isn't supported. Key CashFlow supports only one currency. By default it's set to USD, but it can be changed in Key CashFlow Sync Preferences.
- Bills in QuickBooks Online with non USD currency will be ignored by the sync and won't sync to Key CashFlow
Payment terms No No Payment Terms don't sync to/from QuickBooks Online
Attachments No No - Key CashFlow doesn't sync attachments to/from QuickBooks Online
- Use Key CashFlow to directly upload attachments
Approvals No No Key CashFlow doesn't sync approvals to/from QuickBooks Online. However, the ability to have ONLY Approved bills sync to QuickBooks Online is available in sync preferences.
Payables Vendors Yes Yes Key CashFlow uses the Vendor Name for matching, so Name should be unique within Key CashFlow to avoid duplicates
Bills Yes Yes - The ability to have ONLY Approved bills sync to QuickBooks Online is available in sync preferences
- Bills totaling $0 won't sync to QuickBooks Online
Bill Payments Not by default, option to sync 2-way in sync preferences Yes - The memo field for Offline Payments in Key CashFlow doesn't sync to Quickbooks Online
- Voids of offline payments sync in both directions
Vendor Credits No Yes - Does not support billable customers
- Credit applications done in Key CashFlow won't sync to QuickBooks Online until the entire bill is paid in full
Purchase Order No No Bills created from Purchase Orders (PO) sync over to Key CashFlow but won't reference the PO#
Receivables Customers Yes Yes - Key CashFlow uses the value in the Customer Name field for matching, so Name should be unique within Key CashFlow to avoid duplicates
- Sub-customers sync in both directions
Invoices Yes, fully unpaid invoices only Yes - Partially and fully paid invoices won't sync from QuickBooks Online to Key CashFlow
- Key CashFlow supports sales tax as an invoice line item, associated with a sales tax GL account
- Payment Terms don't sync from/to QuickBooks Online
- Departments don't sync to QuickBooks Online
- Deleted invoices don't sync from QuickBooks Online to Key CashFlow
Sales Tax Yes Yes - Sales Tax codes sync to Key CashFlow as Items
- Sales Tax on an invoice syncs in both directions
Items Yes Yes - Items from QuickBooks Online come over as type "service"
- Sub-items sync in both directions
AR Payments No Yes - Payments made in QuickBooks Online don't sync to Key CashFlow
- Voided payments don't sync
Credit Memos No No Credit Memos don't sync to/from QuickBooks Online. They need to be manually applied in both Key CashFlow and QuickBooks Online.
AR Payment Convenience Fee No No