We understand the importance of maintaining your account information cohesively across platforms that integrate with Monograph. To better understand the current sync with QuickBooks Online, we have highlighted several details for your reference.

QuickBooks Online and Monograph

What versions of QuickBooks are currently compatible?

The following versions of QuickBooks are available to integrate with Monograph.

  • QuickBooks Online

  • QuickBooks Simple Start

  • QuickBooks Essentials

  • QuickBooks Plus

  • QuickBooks Advanced

Which Monograph features are available with the QuickBooks Online integration?

At this time, the Invoices feature is available to integrate with QuickBooks Online. Please note that employee timesheets and other data are not currently available for syncing across the apps.

Syncing and Settings

How to sync Monograph and QuickBooks Online

To connect the integration, begin by selecting Settings from the main menu, then clicking on "Integrations" beneath Organization. Please note that only a user with Admin level permissions may access Settings to connect the integration for your account.

From here, you will be prompted to log into your QuickBooks account via the Intuit site.

Once finished, you should see Connected filled in green next to QuickBooks Online.

🚨 When syncing Monograph and QuickBooks Online, your Terms in Monograph will be updated to the Terms you've used in QuickBooks Online. Any custom terms created in Monograph prior to syncing will not be added to QuickBooks Online. After you have synced, any additions or edits that you make to Terms within Monograph will update within QuickBooks Online.

Setting up QuickBooks Online Services

Monograph allows you to map line items from your invoices with corresponding Services in QuickBooks Online so that your line items correlate to each particular Phase in your Chart of Accounts in QuickBooks Online. This means that now you will see a line item breakdown associated with each of your Services*, which will provide you with more detailed reporting on the QuickBooks Online side.

To set up Services for each Phase within Monograph, navigate to Settings > App Defaults > Project Management > Phase Types. The Service Item column specifies the Service that the Phase is linked to within QuickBooks Online. This column will only appear if Monograph is actively connected to QuickBooks Online.

Click on Edit next to the phase and a pop-up will appear, prompting you to select the Service that it should be associated with. After you've confirmed that the phase's information is correct, click Update.

Now, when an invoice is sent to QuickBooks Online, each line item will be mapped to each of the Services* accordingly with the appropriate quantities, rates, and totals.

*Prior to February 11, 2022, all line items used the QuickBooks Online "Sales" item. This meant that each line from Monograph invoices went to one revenue account within your Profit & Loss Statement. This update allows for each line to be associated with the appropriate Services on your Profit & Loss Statement.

Syncing Client Information

When you send an invoice to Quickbooks for the first time, you'll see a prompt to Select New Client. From here, you can choose a Client from the drop-down menu. Please note that only Clients that are in Quickbooks will show up here.

Once you select the Client, click Save and Send.

Additionally, you will see a QBO logo in the Bill to drop down next to the clients that are already connected to Quickbooks.

If the client is not in Quickbooks, you will receive a pop-up notification stating that the Client is not present in Quickbooks Online. To proceed, you'll need to either go into Quickbooks and add this Client or select a new client from the drop-down menu.

🚨 If you do not see the QBO logo next to clients that you know are connected to QuickBooks Online, then this may indicate that your account is not currently connected to Quickbooks. Please check your integration settings to resync your account.

How to send an invoice from Monograph to QuickBooks Online

Once you have created an invoice, you may send a copy to your QuickBooks Online account (please ensure you have connected your accounts prior by following the instructions above).

When you have finished editing the new invoice, click on "Preview" on the navigation menu. From this page, you may click Send to QuickBooks Online button.

🎓 From the "Preview" page, you may also choose to print your invoice (also use this method to save as PDF) or export it as a CSV file by clicking any of the three buttons below Export.

Please note that Monograph will not automatically send invoices to your QuickBooks Online account. Future changes made to an existing invoice, or new invoices created will require the process detailed above to send to QuickBooks Online.

What items on the Monograph Invoice will carry over to QuickBooks Online:

The following items entered into your Monograph invoice will carry over when sending a copy to QuickBooks Online.

  • Client First + Last Name

  • Client Address (City, State, Zipcode)

  • Client Email Address

  • Invoice Number

  • Issue Date

  • Due Date

  • Terms

  • Type*

  • Description

  • Quantity, Unit Price, Amount

  • Message

*"Type" only appears on invoices using the legacy format. This refers to the Type of line item (Phase, Expense, or Other Item).

For more information about QuickBooks Online or your Chart of Accounts, you may refer directly to the QuickBooks Support page.

Did this answer your question?