> ## Documentation Index
> Fetch the complete documentation index at: https://docs.smartbills.io/llms.txt
> Use this file to discover all available pages before exploring further.

# QuickBooks Online

> Sync expenses, vendors, and categories between Smartbills and 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.

<Info>
  This integration supports **QuickBooks Online** (Simple Start, Essentials, Plus, Advanced). QuickBooks Desktop is not currently supported.
</Info>

## 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

<Steps>
  <Step title="Open the Apps Marketplace">
    In Smartbills, go to **Settings > Apps** and search for **QuickBooks Online**.
  </Step>

  <Step title="Connect Your Account">
    Click **Connect** and sign in to your QuickBooks Online account. Authorize Smartbills to access your QuickBooks data.
  </Step>

  <Step title="Select Company">
    If you have multiple QuickBooks companies, select the one you want to connect.
  </Step>

  <Step title="Map Categories">
    Map your Smartbills expense categories to QuickBooks GL accounts. Smartbills will suggest mappings based on account names.
  </Step>

  <Step title="Configure Sync Settings">
    Choose your sync direction, frequency, and export format (bills vs. expenses).
  </Step>
</Steps>

## 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 |

<Tip>
  Import your QuickBooks chart of accounts into Smartbills to create matching categories automatically.
</Tip>

### 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

<AccordionGroup>
  <Accordion title="Connection expired or disconnected">
    QuickBooks OAuth tokens expire periodically. Go to **Settings > Apps > QuickBooks** and click **Reconnect** to re-authorize.
  </Accordion>

  <Accordion title="Vendor not found errors">
    Enable **Auto-create vendors** in the integration settings, or manually map the vendor in the configuration panel.
  </Accordion>

  <Accordion title="Category mapping missing">
    New Smartbills categories need to be mapped to QuickBooks accounts. Go to the integration settings and map any unmapped categories.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="Tax amounts do not match">
    Verify that tax codes are correctly mapped. QuickBooks may calculate taxes differently based on tax group configuration.
  </Accordion>
</AccordionGroup>