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Understanding QuickBooks Online Bill field mapping

Updated this week

When a bill is synced to QuickBooks Online, the following Procurify’s bill fields are mapped to QuickBooks Online by default:

  • Vendor

  • Invoice Date

  • Due Date

  • Invoice Number

  • Bill Items

  • Account Code

  • Item Name

  • Allocated Costs

  • Memo

  • Attachments (less than 25MB)

Memo

Any notes added during the Create a Bill stage under the "Notes" field will pass to the Quickbooks Online field called "Memo". By default this field will be populated with a link to the linked Bill in Procurify.

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The following images display standard fields that sync from Procurify to QuickBooks.

Procurify's Bill Page Default Field Mapping

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QuickBooks Online Bill Page Field Mapping

Configuring Your Mapping

Navigate to Settings > Tools > Integrations > QuickBooks Online View



Configurable fields

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While some fields are locked and mapped by default, we provide you with the flexibility to configure the mapping for the following QuickBooks fields:

  • Location

  • Class

  • Customer / Project

These fields are optional features in QuickBooks Online and may not be displayed in QuickBooks Online by default. To enable these QuickBooks Online fields, you may need to turn them "On" in your Account and Settings > Advanced settings.

Note: QuickBooks Online allows you to rename these optional fields. The rename does not reflect on the Procurify mapper.

Procurify's Custom Mapped Bill Fields

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QuickBooks Online Bill Page Custom Field Mapping

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Values must also have an exact match in both Procurify and QuickBooks Online for a successful field sync.

Class values in QuickBooks Online, use exact matching values while Subclass values use the Class:Subclass format in Procurify for the field to map properly.

For example:

  • Sales:Outside Sales

  • Sales:Inside Sales

  • Sales:Marketing

Additional Information:

  • Currently, QuickBooks Online does not allow Procurify to sync information to any additional or custom fields within your QuickBooks Online instance.

  • QBO does not surface the "Tags" feature in their API so Procurify unable to map to these fields currently.

  • Accounts Numbers in your QuickBooks Online account must be set to "visible". These link to Account Codes in Procurify and must be a unique alpha-numerical value.

  • For more information on the QuickBooks Online integration, click here.

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