QuickBooks Online sync

Monograph is where you plan projects and bill clients; QuickBooks Online is your accounting system. Connecting them means entering data once and having it show up in both places.

QuickBooks Online only

This integration works with QuickBooks Online, not QuickBooks Desktop. On Desktop? Migrate to QBO first.

What syncs — and how

Data	Direction	How
Invoices	Monograph → QBO	You send it
Consultant bills	Monograph → QBO	You send it
Expenses	Monograph → QBO	You send it
Cost import	QBO → Monograph	You trigger it
Clients	Both ways	Automatic
Consultants	Both ways	Automatic
Payment statuses	Both ways	Automatic (QBO Plus/Advanced)
QBO services	QBO → Monograph	Automatic

Invoices created in QBO don't import

Only invoices created in Monograph and sent to QBO appear there. Invoices you create directly in QuickBooks won’t come back into Monograph — always create them in Monograph.

Before you connect

Get QuickBooks ready first: confirm your chart of accounts and service items are set up, and decide how expense types should map. Reimbursable expenses sync as Bills (credit Accounts Payable); non-reimbursable and billable expenses sync as Expense transactions.

Then connect from Settings → QuickBooks and work through the setup for invoices, payments, and expenses.

Send invoices

Once an invoice is marked Open, click Send to QuickBooks Online on its Preview page — or select several on the Invoices page and send them in a batch.

Automated Sales Tax

If you use QBO Automated Sales Tax, adding tax to an invoice creates it in QBO immediately, and the button shows Resend. If a yellow banner asks you to Recalculate taxes, do that before (re)sending.

Nothing sends automatically — new or edited invoices must be sent again with the steps above. If an invoice won’t send, it’s usually because the client isn’t in QBO: duplicate the invoice, delete the original, and pick a client that exists in QuickBooks.

Send expenses

1. Under Settings → QuickBooks → Expense Types, set the credit account for reimbursable vs. non-reimbursable expenses, and associate a QuickBooks Service/Account with each expense category.

2. Go to Money → Costs → Expenses and click More → Send to QuickBooks.

3. Review the QuickBooks destination for each expense, then send. A QB icon marks anything already sent.

Edits mean re-send

Once sent, an expense (or invoice) can’t be edited and re-synced in place — delete it in QBO, make the change in Monograph, and send it again.

Payment status

With QBO Plus or Advanced and payout info configured in Settings, an invoice paid in Monograph is automatically marked Paid in QuickBooks too, and vice versa.

Related

Create & send an invoiceBuild invoices before syncing them.

ExpensesLog and categorize expenses to send.

Working with consultantsConsultant bills that sync to QBO.