Integrating QuickBooks Online with Monograph will allow you to send invoices created in Monograph to QBO, as well as import information such as Clients, Consultants, and more.

📚 Continue reading to learn how to set up the QuickBooks Online Integration as well as how to navigate the QuickBooks Settings page. Additionally, you can check out our collection of QuickBooks Online articles as well as our QuickBooks Online FAQ page.

🚨 Only Admins or users with "Send invoices, bills and expenses to QuickBooks" permissions enabled will be able to manage the QuickBooks Online integration or access the QuickBooks Settings page.

To access the QuickBooks Settings page, "Manage Settings" permissions must also be enabled.

To integrate Monograph and QuickBooks Online, begin by navigating to Settings > QuickBooks, which is where all QBO Settings live.

​

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

Once finished, you will see Connected filled in green next to QuickBooks Online as well as a button to Disconnect your account if you would ever need to do so.

After QuickBooks Online is connected, you can pick which customers to import into Monograph by navigating to Settings > QuickBooks Settings > Clients and clicking Import from QuickBooks. Once this step is completed, you'll be able to decide which clients should be imported into Monograph.

Alternatively, clients can be imported from QuickBooks Online within the Client Directory. Here, you will also have the option to export clients created in Monograph to QuickBooks Online. After clients are imported/exported, they will be kept in sync between both programs.

During the import, you can choose to create a new client in Monograph or map to an existing client in Monograph (if there are existing clients at the time that you are importing). Additionally, you can pick an individual client from the client directory to send/sync over to QBO.

Please refer to this article for more information on syncing Clients between QuickBooks Online and Monograph.

💡 Once a Monograph client <> QBO customer is synced, any updates to the client name, address, and email in either system will be reflected in the other system within minutes.

Mapping line items from your invoices with corresponding Services in QuickBooks Online will allow your items to correlate to the correct accounts within your Chart of Accounts in QuickBooks Online.

Navigate to Settings > QuickBooks Settings to link QBO Services to Phase Types, Expense Categories, and Consultant Types by using the dropdowns in each applicable section.

Please refer to this article for more information on associating QBO Services with Phases, Expenses, and Consultants.

🚨 If Service Items aren't appearing as an option in the drop-down menu, then they might be saved as "Non-Inventory" in QuickBooks Online. If these items are saved as "Non-Inventory," then they can be updated to "Service" or "Category".

Once updated, the item will sync into Monograph to allow you to map it to a Phase/Consultant.

When QuickBooks Online is connected, Monograph will use the invoicing terms that have been set up in QBO. Adding terms or editing existing terms can be completed within QuickBooks Online.

Once any changes have been made to the terms in QBO, click on the 🔄 icon to refresh the terms in Monograph.

If needed, click on the Show inactive terms toggle to see any terms that are no longer active.

When an invoice is sent to QuickBooks Online, if a markup is applied to a Consultant, the markup can be mapped to the same QBO Service as the Consultant or it can be mapped to a different QBO Service.

Use the dropdown to select the option that works best for your firm.

Please refer to this article to learn more about applying markups to Consultants in the project's Consultant Planner.

When an invoice is sent to QuickBooks Online, if a Retainer is collected or applied to an invoice, the Retainer will be mapped to the QuickBooks Online Service that is selected.

Use the dropdown to select the option that works best for your firm.

Please refer to this article to learn more about using Retainers for invoicing.

If taxes are enabled in Quickbooks Online, they will pull into Monograph for invoicing purposes. The way that this will work varies depending on whether Automated Sales Tax is enabled in Quickbooks Online or not.

Please refer to this article to learn more about Taxes with Monograph & QBO.

If QuickBooks Online is connected, any invoices that are marked as Paid in Monograph will also show as Paid in QBO (and vice versa) automatically*. In order for the status to update in both places automatically, the payout and deposit accounts to use for bookkeeping entries must be selected. If all of this information is not completed, payment statuses will not sync.

Please refer to this article to learn more about Payments in Monograph & QBO.

*Invoices will only be automatically marked as paid in QuickBooks Online for firms using QuickBooks Online Plus and QuickBooks Online Advanced.

Expenses can be mapped to QBO Accounts to create a Bill or Purchase in QuickBooks Online when submitting reimbursable or non-reimbursable expenses.

In addition to mapping Expense Types to QBO Accounts, Expense Categories can also be mapped to specific QuickBooks Online Accounts.

Please refer to this article to learn more about setting up Expense Types and Expense Categories for sending Expenses to QuickBooks Online.

Choose which Consultants to import into Monograph by navigating to Settings > QuickBooks Settings > Consultant Contacts and clicking Import from QuickBooks. Once this step is completed, you can decide which Consultants should be imported into Monograph.

Alternatively, Consultants can be imported from QuickBooks Online within the Consultant Directory. After they are imported, they will be kept in sync between both programs.

Please refer to this article to learn more about syncing Consultants between QuickBooks Online and Monograph.

Importing Costs from QuickBooks Online will allow you to utilize the Project Profit Report, which is a report that is currently only available to users with QBO connected.

To begin, navigate to Settings > QuickBooks Settings > Costs and click Select Accounts.

Please refer to this article to learn more about importing costs from QuickBooks Online.

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