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One of the most common questions we get is what happens when Monograph and QuickBooks Online are connected.
Monograph is your project management and invoicing platform, while QBO is your accounting system. The integration connects the two systems, but they are not designed to mirror each other.
The table below provides a quick overview of what information syncs between Monograph and QuickBooks Online, the direction it moves, and whether the sync occurs automatically or requires user initiated action to trigger the sync.
Sync Quick Reference
What | Direction | How it moves |
Invoices | Monograph to QBO | User Initiated |
Consultant Bills | Monograph to QBO | User Initiated |
Expenses | Monograph to QBO | User Initiated |
Cost Import | QBO to Monograph | User Initiated |
Clients | Both directions | Automatic |
Consultants | Both directions | Automatic |
Payment Statuses | Both directions | Automatic (QBO Plus and Advanced only) |
QBO Services | QBO to Monograph | Automatic |
Chart of Accounts | QBO to Monograph | Automatic |
Tax Codes | QBO to Monograph | Automatic |
Invoice Terms | QBO to Monograph | Automatic |
Projects |
| Does Not Sync |
Time Entries |
| Does Not Sync |
Payroll |
| Does Not Sync |
Attachments |
| Does Not Sync |
What Syncs Automatically
Clients
Once synced, client names, addresses, and email addresses stay updated between both systems automatically.
Consultants
Consultant records remain synchronized automatically after the initial sync.
QBO Services and Chart of Accounts
Products & Services and your Chart of Accounts automatically pull from QBO into Monograph and stay updated in near real time.
Payment Statuses
Paid and Partially Paid invoice statuses sync automatically when payout and deposit accounts are configured in Monograph. Requires QBO Plus or QBO Advanced.
Tax Codes
Tax codes configured in QBO automatically become available in Monograph once connected.
Invoice Terms
Invoice terms are managed in QBO and can be refreshed in Monograph at any time.
What Requires User Initiated Action
Invoices
Invoices are created in Monograph and sent to QBO when you choose to send them. They do not sync automatically.
Important: Invoices created in QBO do not import into Monograph.
Expenses
Expenses can be sent from Monograph to QBO after Expense Types and Expense Categories have been configured. Reimbursable expenses create Bill transactions in QBO, while non reimbursable expenses create Expense transactions.
Consultant Bills
Consultant bills created in Monograph can be sent to QBO after the consultant has been synced.
Cost Import
Costs can be imported from QBO into Monograph to support Project Profit reporting. Configure eligible accounts in Settings and run a manual cost import when needed.
What Does Not Sync
While many workflows are supported through the Monograph and QuickBooks Online integration, certain information does not sync between systems. Below, we'll outline what does not sync and the recommended actions for managing these scenarios.
Projects
Projects do not sync between Monograph and QBO.
💡 Recommended Actions
Build projects directly in Monograph.
Use QBO sub customers and Monograph Destinations if project level financial tracking is needed in QBO.
Time Entries
Time entries do not sync to QBO, and Monograph does not integrate with QuickBooks Time or Payroll.
💡 Recommended Actions
Track time in Monograph.
Send invoices to QBO when ready to bill.
Payroll and Wages
Payroll data does not sync directly from QBO.
💡 Recommended Actions
Configure Wage Cost and Labor Related Cost accounts through Cost Import for more accurate Project Profit reporting.
Consult your bookkeeper if you are unsure how payroll accounts are structured.
Taxes on Consultant Bills and Expenses
Taxes are not automatically applied when consultant bills or expenses are sent to QBO.
💡 Recommended Actions
Apply taxes directly in QBO after the transaction has been created.
Invoices Created in QBO
Invoices created directly in QBO do not import into Monograph.
💡 Recommended Actions
Create all future invoices in Monograph.
Use placeholder invoices for historical invoices if needed.
Attachments
Invoice attachments do not sync from Monograph to QBO.
💡 Recommended Actions
Add attachments directly in QBO after the invoice has been sent.
Project Names and Numbers
Project names and project numbers are not included when invoices are sent to QBO.
💡 Recommended Actions
Add project details manually to the invoice memo field in QBO if needed.
Learn more about the integration here.