🔗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.

💸 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.

  The client responds by entering an Expense Account, a Description, or both. One of these is required before they can submit.

  They may also choose to provide additional details, which are optional:

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

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

If the client selects an account, a Close button will appear. Clicking Close pushes all transaction updates back to QuickBooks.

If the client only adds a description, 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 Item 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).

The proper workflow for using the QuickBooks integration is:

1. A transaction posts in QuickBooks to the mapped account → task is created in Client Hub (Open)
2. Client replies in Client Hub with an account or description (Answered)
3. Accountant reviews Answered items, makes necessary updates, and clicks Close → updates are pushed back to QuickBooks (Closed)

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

💰 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).
• They 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, you’ll see a Go to QuickBooks option once the task is closed. If you’re already logged into the QuickBooks company file, clicking this will take you directly to 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 avoid slow performance, these lists only update when requested.

To bring in any new Payees, Accounts, or Classes you’ve recently added in QuickBooks, use the Refresh Lists option. This will sync the latest data into Client Hub so they are available for selection.

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 enter an Expense Account, a Description, or both before submitting
• Optional fields: Vendor, Class, Sales Tax Rate (Canada only), Attach Receipt, Comment
• Clients can attach receipts or documents (attachments sync along with the update)
• Status updates to Answered for review, then Closed after you confirm
• Works for both new transactions and those later updated in QuickBooks

Deposit transactions

• One-way sync
• Clients must enter a Description before submitting
• Optional: Attach Receipt
• After you close the task, you can click Go to QuickBooks to open the transaction if logged into the company file
• Works for both new deposits and those later updated in QuickBooks

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