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Getting Started for Admins: Integrate Your Accounting System

Sync with QuickBooks Online, Aplos or ParishSoft, or upload your chart of accounts and export charges in the format your books need

Connecting your accounting system means your team's charges arrive in KleerCard already coded to your accounts, ready to review and send to your books. How you connect depends on the software you use. Not sure which option fits? Email implementation@kleercard.com and tell us what you use.

Option 1: Connect directly (QuickBooks Online, Aplos or ParishSoft)

These connect straight to KleerCard, and your chart of accounts syncs automatically, so there's no file to upload.

Option 2: Upload your chart of accounts (all other software, or a spreadsheet)

  1. Export your chart of accounts from your accounting software as a spreadsheet. Include your expense accounts, plus any funds, classes or projects you track.
  2. Upload it using the Chart of Accounts form.
  3. We'll import it into your account, typically within 72 hours, and email you when it's ready.

Vendor list (optional): if you track vendors in your accounting software, you can send us a vendor list too. It replaces the merchant names from the card network with your own vendor names, for example grouping many different gas stations as "Gas Station." Most organizations skip this, and merchant names still come through with your charges.

Exporting charges to your books

You can download your charges as a CSV from the Charges or Statements page. For software without a direct connection, a Universal Export lets you build a custom CSV format that matches what your accounting system expects.

Want help setting up your first export? Book an integration call and we'll build it with you.

Using Amazon Business? (optional)

If your team buys through Amazon Business, you can link it to KleerCard so invoices import automatically for every charge made with a KleerCard. Learn how to connect Amazon Business.

You're all set!

That completes your KleerCard setup. Your team can start using their cards, and charges will appear in the Charges section as they come in. Questions along the way? We're always happy to help at implementation@kleercard.com.