Prerequisites
Required Permissions: Access to Application Settings in Procurify to manage the QuickBooks Online integration.
Prior Configuration: The QuickBooks Online integration must be enabled in Procurify.
Card Program: Procurify Spending Cards issued through Airwallex must be active. Spending Cards issued through Stripe show the Spending Card section in QuickBooks Online Setup but cannot sync transactions. See Migrating Spend Cards from Stripe to Airwallex.
How do I set up the Spending Card sync for QuickBooks Online?
Navigate to Application Settings > Integrations > QuickBooks Online Setup > Spending Card.
Confirm that your QuickBooks Online connection is active.
In the Spending Card section, review your available Spending Cards and select the cards whose transactions you want to sync to QuickBooks Online.
How do I review and sync spending card transactions to QuickBooks Online?
Navigate to Spending Card > Reconciliation and select the Needs Review tab.
Select the transactions you want to review.
If any transaction belongs in a different accounting period, update the transaction’s GL Posting Date first. See the next section for details.
Mark the selected transactions as reviewed. Procurify marks the transactions as reviewed and syncs the transactions to QuickBooks Online in one click.
In QuickBooks Online, confirm that the synced transactions are visible with the correct posting dates.
How do I set the GL posting date on a spending card transaction?
The GL Posting Date is the date a transaction posts to the General Ledger in QuickBooks Online. The GL Posting Date controls which accounting period the transaction lands in, which keeps month-end reporting accurate.
Scenario | Action in the Needs Review tab |
One transaction needs a different posting date | Adjust the GL Posting Date on that transaction. |
Several transactions need the same posting date | Select the transactions and apply a Batch Posting Date Update. |
Set the GL Posting Date before marking a transaction as reviewed, because marking a transaction as reviewed also syncs the transaction to QuickBooks Online.
Which Procurify custom fields can sync to QuickBooks Online?
Procurify custom fields can map to the Location or Class field in QuickBooks Online. QuickBooks Online custom fields are not supported.
Procurify field | QuickBooks Online field | Supported? |
Procurify custom field | Location | Yes |
Procurify custom field | Class | Yes |
Procurify custom field | QuickBooks Online custom field | No |
For a mapping to work, the value selected in the Procurify custom field must match the same value in the QuickBooks Online Location or Class list.
Alternative Methods
To record transactions manually instead of syncing, export reviewed transactions as a CSV file from Spending Card > Reconciliation. See How to generate a spending card monthly statement.
Next Steps
At month-end, adjust the Prepaid account in QuickBooks Online to reflect synced card spend. See What are best accounting practices for spending card transactions?
Keywords: Spending Card, QuickBooks Online, QBO, Sync, Integration, Needs Review, Mark as Reviewed, GL Posting Date, Batch Posting Date Update, Accounting Period, Custom Fields, Location, Class, Airwallex, Month-End