After connecting to QuickBooks Online, costs can be imported from QBO into Monograph to provide more visibility into profit at the project level. This allows for cost data to be included in the Project Profit Report, giving you more accurate insight into a project's profitability.

🚨 Only Admins or users with "Manage Settings" permissions enabled can set up the cost import. Admins or users with "Send invoices, bills, and expenses to QBO and import costs from QBO" permissions enabled can preview and categorize costs.

To begin importing costs, navigate to Settings > QuickBooks > Import costs from QuickBooks (bottom of the screen) and click on the Select Accounts button.

A new page will appear showing a table of Expense accounts, COGS accounts, and any related sub-accounts.

Choose the start date that should be used to import all costs from QBO into Monograph from that day on. This will default to the beginning of the current calendar year, but any date can be used as far back as three full calendar years (max 1/1/2021). We recommend importing at least one year prior.

After the start date is selected, use the checkbox to select each account type to import as costs. Accounts can be imported as five different types of costs, and each account can be labeled as a Consultant Cost Account (which is an account that is specifically used for Consultants):

Once the applicable accounts have been selected for Project Costs, click Next to select accounts for Wage Costs. Repeat these steps to select Labor-Related Costs and then again for Operating Costs and Non-Operating Costs.

If Next is clicked without selecting any accounts for a cost type, a warning will appear stating that no accounts have been selected and will ask if you'd like to proceed. Click Go Back to add accounts for that cost type or click Yes to proceed to the next cost type.

After going through each of the cost types, click Start Import to begin importing the selected accounts going back to the start date and continuously into the future. You'll then be taken back to the App Defaults page of the Settings showing the start date used for the completed import until the Import is complete.

If the Import's start date or any accounts need to be edited, click on Edit to be taken back through each of the cost types.

After completing an Import, the start date or accounts used can be edited by clicking the Edit button in Settings > QuickBooks > Import costs from QuickBooks.

If the start date is edited, this will add or delete any costs affected by the date change. If the accounts used are added or deleted, any costs associated with those accounts will also be added or deleted.

Once the changes have been made, click Save on the final cost type page. If the Save button is not used, the changes will not be saved.

When the import is complete, the updated Import information will appear in Settings > QuickBooks > Costs. Click View imported costs to begin the review process.

Additionally, you'll receive an email notification from Monograph stating that the import is complete. Clicking Review costs will also allow you to begin the review process.

After costs from each selected account have been imported, click on "View imported costs" within your Settings or from the Project Profit Report to begin reviewing and assigning. Alternatively, you can click on "Review costs" within the email notification that is sent by Monograph when the import is complete.

Taking any of these actions will lead you to the Review Costs page. Here, each imported cost will be included with the following information from QBO.

The two columns at the end of the table will show a Cost Category and a Project. The Cost Category drop-down will be pre-populated with the category that was selected when importing the cost. The Project drop-down will allow you to associate the cost to a specific Project.

Use any combination of the filters to narrow down the costs that appear in the table.

To assign multiple costs at once, use the checkbox to the left of each applicable cost and then click on the Bulk Actions dropdown in the upper left corner of the table.

Selecting "Assign to same project" will assign the same project to all of the selected costs. Selecting "Remove from Monograph" will remove all of the selected costs so they are ignored.

If a single cost should be ignored, click on the "X" button to remove that cost from the table. Once a cost is removed, it will also be removed from any reports in Monograph. This action cannot be reversed.

If a cost is updated in QBO after it was imported to Monograph, the cost information will automatically update in Monograph. This includes any information such as dollar amount, Expense/COGS account, vendor, etc.

If a cost is deleted in QBO after it was imported to Monograph, the cost will no longer be used in the cost calculations.

The costs that are imported from QBO are used to calculate costs in the Project Profit Report. This is a project-level report that is only available to Monograph users with QBO integrated.

If you don't see the option to import costs within your Monograph Settings, please check to make sure that Quickbooks Online is connected by navigating to Settings > Organization > Integrations. If it is not connected, follow the steps outlined in this article.

If you don't see the option to import costs within your Settings and you have confirmed that your integration is connected, please reach out to our Support Team for assistance.

At this time, you cannot split an imported cost in Monograph. Instead, the expense should be split in QuickBooks Online before importing into Monograph.