🔗QuickBooks Online Integration for Uncategorized Transactions: How It Works

The Client Hub integration with QuickBooks helps you resolve uncategorized expense and deposit transactions faster, reducing back-and-forth emails and keeping your books clean.

🛠 What the Integration Does

Client Hub Admin users can connect a Client Workspace to a specific QuickBooks company and monitor selected accounts.

Whenever a transaction—Expense, Check, or Deposit—is created or updated (for example, recategorized or having the payee removed) in QuickBooks, it will automatically appear in the QuickBooks Items card inside the Client Workspace.

Supported transaction types:

• Expense
• Check
• Deposit

🚫 Journal Entries are not supported by the Client Hub Uncategorized feature.

💸 Expense Transactions (2-Way Sync)

For Expense and Check transactions, Client Hub offers a two-way sync with QuickBooks:

• A new or updated uncategorized transaction in a monitored account triggers a new item in the Client Workspace.
• Depending on your uncategorized workflow settings, clients may be prompted to select an Expense Account when responding.

Client requirements before submitting:

• Provide a Description or
• Select an Expense Account

If account selection is disabled in your workflow settings, clients can respond with a Description and attachments without selecting an account.

Optional fields clients can include:

• Vendor
• Class
• Sales Tax Rate (Canada only)
• Attach Receipt
• Comment

Once the client submits their response, the item’s status changes to Answered.

• If an Expense Account has been selected, a Close button will appear. Clicking Close pushes all transaction updates and attachments back to QuickBooks.
• If only a Description is added, the accountant must select an account before the Close button is available.

🔄 Status Updates and Workflow

Updating the transaction in QuickBooks will only update the QuickBooks Items card in Client Hub if the status is Open. If the status is already Answered, it will not be updated from QuickBooks to avoid overwriting the client’s response.

Standard workflow:

1. A transaction posts in QuickBooks to the mapped account → item created in Client Hub (Open)
2. The client replies in Client Hub with required details (Answered)
3. The accountant reviews, makes updates, and clicks Close → updates sync to QuickBooks (Closed)

⚡ Note: Update speed is determined by Intuit’s API. Recent changes may affect how quickly transactions and updates appear during peak times.

⚠️ Closed Period Transactions

If a transaction falls within a closed period in QuickBooks, the workflow will still proceed in Client Hub, with an important limitation:

• The client will still receive a notification and can respond to help categorize the transaction.
• The firm user can review the response and click Close to complete the task in Client Hub.
• When attempting to sync updates back to QuickBooks, an error message will appear because the period is closed.

Important:

• The task will still be marked as Closed in Client Hub
• No changes will sync to QuickBooks

To view the error message:

1. Go to the completed task in the Client Workspace
2. Click the error icon on the task
3. The slide-out panel will appear showing the error message and any required action

Any necessary updates or adjustments must be made manually directly in QuickBooks.

💰 Deposit Transactions (1-Way Sync)

Deposit transactions use a one-way sync:

• When a Deposit is created or updated in a monitored account, an item is triggered in the Client Workspace.
• The client sees a text box to provide details or a Description (required).
• Clients may also upload an attachment (receipt or supporting document) (optional).

After they respond, the item status becomes Answered. Review the details and click Close.

From the accountant’s view:

• A Go to QuickBooks option appears after closing the task
• If already logged into the QuickBooks company file, this opens the original transaction for updates

🔄 Refreshing Lists

Client Hub does not automatically fetch the latest vendor, account, or class lists from QuickBooks each time you open a dropdown. To maintain performance, lists only update when requested.

To sync the latest data:

• Use the Refresh Lists option

This updates:

• Payees
• Accounts
• Classes

📍 You can find the Refresh Lists option in the top-right corner of the Open Transactions screen.

✅ Summary

Expense / Check Transactions

• Two-way sync
• Clients must provide a Description or select an Expense Account (based on workflow settings)
• Optional fields: Vendor, Class, Sales Tax Rate (Canada only), Attach Receipt, Comment
• Attachments sync with transaction updates
• Status progresses: Open → Answered → Closed
• Works for both new and updated transactions

Deposit Transactions

• One-way sync
• Clients must enter a Description before submitting
• Optional: Attach Receipt
• After closing, use Go to QuickBooks to open the transaction
• Works for both new and updated deposits

Click here to learn how to set up the integration with QuickBooks Online