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If you are new to QuickBooks Online + Monograph, we suggest that you click here to learn more.
General Information
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?
When QuickBooks Online is connected, the following features are available in Monograph.
Import customers created in QBO to Monograph and send clients created in Monograph to QBO
Import clients created in QBO to Monograph and send clients created in Monograph to QBO
Associate phases, consultants, and expenses in Monograph to QBO Services for invoicing purposes
Use payment terms created in QBO for Monograph invoices
Use taxes created in QBO for Monograph invoices
Send Bills created in Monograph to QBO
Send invoices created in Monograph to QBO and select the specific sub-customer or QBO project as the destination
Automatically mark invoices as "Paid" in Monograph for any invoices that are paid in QBO and vice-versa
Only for QuickBooks Online Plus and QuickBooks Online Advanced
Send reimbursable and non-reimbursable expenses from Monograph to QBO for recording bills and purchases
Import costs in QBO to Monograph to use for the Project Profit Report
Access to the Project Profit Report
Send payroll information from Monograph Payroll to QBO (for Monograph Payroll users only)
For more information on each of the features above, please review our collection of QuickBooks Online integration articles.
🚨 At this time, Monograph does not sync with QuickBooks Online for Timesheets or Payroll that is run through QBO. Monograph also does not send project information from Monograph to QBO.
Can multiple QuickBooks Online accounts be connected at the same time?
Monograph only supports having one QuickBooks Online account. Connecting more than one QBO account will result in errors or data issues that will require assistance from our Support and Engineering teams.
Clients
How do my clients sync with QuickBooks Online?
When you import customers from QBO, you pick which “top level” QBO customers sync with Monograph. During import, for each customer you import from QBO, you get the option to “create a new Monograph client” or “sync to existing Monograph client”, learn more here.
*Please note that as of 12/18/23, Monograph no longer automatically pulls QBO Customers into Monograph when they are added to QBO. You will need to choose which QBO customers are imported manually. This change was made to give you more control over who does and does not import into Monograph.
If I deactivate a client in Monograph, will the client be deleted in QuickBooks Online?
Yes, and vice versa.
Information Syncing
Do you have an integration with QuickBooks Time or QuickBooks Payroll?
At this time, Monograph does not offer an integration with QuickBooks Time (formerly T-Sheets) or QuickBooks Payroll. We do offer a report for payroll that can be accessed by navigating to Money > Costs > Payroll report and this can be exported.
How frequent is the sync between QuickBooks Online and Monograph?
The table below describes the main data shared between Monograph and QBO.
Name in MG | Name in QBO | Direction | Frequency | What Syncs |
Invoice | Invoice | MG → QBO | User-initiated | Invoice send to QBO (note: line items may differ) |
Bill | Bill | MG → QBO | User-initiated | Bill sent to QBO |
Client | Customer | MG ←→ QBO | Automatic, near real-time via webhooks (when someone makes an update in QBO, that is synced to MG near real-time) | Only clients that change in QBO |
Term | Term | MG ←→ QBO | Automatic, near real-time via webhooks (when someone makes an update in QBO, that is synced to MG near real-time) | All terms get synced |
Consultant (companies & contacts) | Vendor | MG ←→ QBO | Automatic, near real-time via webhooks (when someone makes an update in QBO, that is synced to MG near real-time) | Only consultants chosen through the MG picker |
The table below describes some supporting data that is also shared between Monograph and QBO.
Name in MG | Name in QBO | Direction | Frequency |
Line Item | Line Item | MG → QBO | N/A, sent with an invoice |
Service Categories (aka Accounts) | Service Category/Product | MG ← QBO | Automatic, near real-time |
**In the case that data is not syncing in the timeframes mentioned above, please give up to 24 hours for your data to sync. If it still has not synced within this time, contact our Support team for further assistance.
Creating & Sharing Invoice Information
Can you export a batch of invoices?
Yes, you can do this from the invoice list by navigating to Money > Invoices. Once here, select the invoices that should be exported and then click Export in the upper right corner.
Is tax calculated in Monograph?
Yes, taxes can be calculated in Monograph. Depending on whether Automated Sales Tax (AST) is or is not enabled in your QuickBooks Online account, the tax rate setup can vary, learn more here. Your tax amounts will also get mapped over to QuickBooks Online. You can learn more here about how to apply taxes in the invoice.
Do project names in Monograph have to match what is in QuickBooks Online?
Project names in QuickBooks Online do not have to match project names in Monograph. The project name and number will need to be manually entered in Monograph.
How do Retainers get mapped to QuickBooks Online?
In Settings > Quickbooks > Retainers, you can select which Service Item to map expenses to.
Syncing Invoices
Will invoices that I've already created in QuickBooks Online import into Monograph?
No - invoices created in QuickBooks Online will not import into Monograph. Instead, you will need to create a placeholder invoice to account for any invoices created in QBO.
If I mark an invoice as paid in Monograph and then export it into QuickBooks Online, will it then appear as ‘Paid’ in QuickBooks?
Yes - invoices marked as Paid or Partially Paid in Monograph will also appear as paid or partially paid in QBO and vice-versa.
What happens if an invoice is paid in Monograph or QBO while the QBO sync is disconnected?
If an invoice is paid in QBO while disconnected from Monograph, the payment status will not automatically update in Monograph once the connection is reestablished. You will need to manually mark the invoice as paid within Monograph to reflect the correct status after the reconnection.
Do Project Names or Project Numbers get sent to QuickBooks Online?
Only the invoice number will be sent over to QuickBooks. The project name and number will need to be manually entered.
Will attachments in my Monograph Invoice be sent to QuickBooks Online?
At this point in time, attachments in the invoice do not get sent to QuickBooks Online.
I'm connected to QuickBooks Online - why aren't my invoices sending?
There can be several reasons your invoices may not be sent over. If you see a warning message stating that the QBO integration doesn't work outside of the US and you are located within the US, then Navigate to Settings > Organization > Company Address and ensure the Country field is selected.
If you are seeing other wanings, please take a screenshot and reach out to our Support team..
How do Other Items come into QuickBooks Online from Monograph?
Other Items will get sent over from Monograph but as they aren't mapped, they will be put into the Sales category.
Managing Bills & Expenses
How do you handle consultant expenses in addition to their base fee?
If these are a part of your planned fees, you can use the Consultant markup feature. Alternatively, if these are unplanned consultant expenses (i.e. not a part of the contract fees), you can upload them as Expenses (perhaps via an admin employee) and include them on your invoice that way.
Is there a way to delete consultants uploaded from QBO?
You can deactivate consultants imported from QBO. Learn more by following this link.
How do Expenses come into QuickBooks Online from Monograph?
You can choose how expenses sent from Monograph are mapped in QBO by navigating to Settings > QuickBooks > Expense Categories and selecting the Service.
Payments
How do I handle passing on the convenience fee to my client when using Monograph Payments (via Stripe) and QuickBooks Online?
Typically, prior to sending the invoice out to the client, you will also send the invoice to your QuickBooks Online account. Once this has been done, we recommend that be it. When the client pays the convenience fee, the invoice will be updated, but we recommend not sending the updated invoice to your QuickBooks Online. This is because when you pass on the convenience fee, it is a net zero to your firm, so stick with the first invoice you sent over as that will illustrate the net zero amount.