QuickBooks Online

Overview

The QuickBooks Online integration provides two-way synchronization between Smartbills and QuickBooks, enabling automatic expense export, vendor matching, and chart of accounts mapping. Approved expenses flow seamlessly into QuickBooks as bills or expense transactions.

This integration supports QuickBooks Online (Simple Start, Essentials, Plus, Advanced). QuickBooks Desktop is not currently supported.

Key Features

Feature	Description
Expense Export	Sync approved expenses to QuickBooks as bills or expense entries
GL Account Mapping	Map Smartbills categories to QuickBooks chart of accounts
Vendor Sync	Two-way vendor synchronization with auto-matching
Tax Code Mapping	Map Smartbills tax rates to QuickBooks tax codes
Customer Linking	Associate billable expenses with QuickBooks customers
Receipt Attachments	Attach receipt images to QuickBooks transactions
Auto-reconciliation	Match synced expenses with bank feed transactions
Multi-currency	Support for multi-currency transactions

Prerequisites

QuickBooks Online account (Essentials plan or higher recommended)
Smartbills Business plan or higher
Admin access in both Smartbills and QuickBooks

Setup

Open the Apps Marketplace

In Smartbills, go to Settings > Apps and search for QuickBooks Online.

Connect Your Account

Click Connect and sign in to your QuickBooks Online account. Authorize Smartbills to access your QuickBooks data.

Select Company

If you have multiple QuickBooks companies, select the one you want to connect.

Map Categories

Map your Smartbills expense categories to QuickBooks GL accounts. Smartbills will suggest mappings based on account names.

Configure Sync Settings

Choose your sync direction, frequency, and export format (bills vs. expenses).

Configuration

Category Mapping

Map each Smartbills category to a QuickBooks expense account:

Smartbills Category	QuickBooks Account	Type
Travel - Airfare	6200 Travel Expense	Expense
Meals & Entertainment	6400 Meals & Entertainment	Expense
Office Supplies	6100 Office Expense	Expense
Software & Subscriptions	6500 Software	Expense

Import your QuickBooks chart of accounts into Smartbills to create matching categories automatically.

Vendor Matching

Mode	Behavior
Auto-create	New vendors are created in QuickBooks automatically
Match by name	Link to existing QuickBooks vendors by name matching
Manual mapping	Map vendors individually through the configuration panel

Tax Code Mapping

Smartbills Tax	QuickBooks Tax Code
GST/HST	HST ON
PST	PST BC
QST	QST QC
No Tax	Out of Scope

Export Format

Format	Best For
Bills	Expense reports with multiple line items, payable to employees
Expenses	Individual expense transactions linked to bank accounts
Journal Entries	Custom GL postings for advanced accounting needs

Data Sync

Smartbills	QuickBooks	Direction	Frequency
Approved expenses	Bills / Expense entries	Smartbills -> QuickBooks	On approval or scheduled
Vendors	Vendors	Both ways	On create/update
Categories	Chart of accounts	QuickBooks -> Smartbills	On demand
Customers	Customers	QuickBooks -> Smartbills	On demand
Tax rates	Tax codes	QuickBooks -> Smartbills	On demand
Receipt images	Attachments	Smartbills -> QuickBooks	With expense export

Troubleshooting

Connection expired or disconnected

QuickBooks OAuth tokens expire periodically. Go to Settings > Apps > QuickBooks and click Reconnect to re-authorize.

Vendor not found errors

Enable Auto-create vendors in the integration settings, or manually map the vendor in the configuration panel.

Category mapping missing

New Smartbills categories need to be mapped to QuickBooks accounts. Go to the integration settings and map any unmapped categories.

Duplicate entries in QuickBooks

Check that you do not have both real-time and scheduled sync enabled. Use one sync method to avoid duplicates. If duplicates occur, void the extra entries in QuickBooks.

Tax amounts do not match

Verify that tax codes are correctly mapped. QuickBooks may calculate taxes differently based on tax group configuration.

Overview

Accounting

Email & Productivity

Point of Sale

Cloud Storage

Payments & Banking

Automation

Overview

Key Features

Prerequisites

Setup

Configuration

Category Mapping

Vendor Matching

Tax Code Mapping

Export Format

Data Sync

Troubleshooting

​Overview

​Key Features

​Prerequisites

​Setup

​Configuration

​Category Mapping

​Vendor Matching

​Tax Code Mapping

​Export Format

​Data Sync

​Troubleshooting

Overview

Key Features

Prerequisites

Setup

Configuration

Category Mapping

Vendor Matching

Tax Code Mapping

Export Format

Data Sync

Troubleshooting