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 | No | 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 - Key CashFlow sync supports one sales tax item per invoice - 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 |
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