How to Integrate Quickbooks Online with KleerCard

In Quickbooks Online, complete the following actions prior to connection.

In your Quickbooks Online instance, please make sure to add a "KleerCard" vendor and a "KleerCard" credit card account to your QuickBooks Online Chart of Accounts before connecting to your QuickBooks Online account.

1. To add a vendor; click Expenses in the main menu, choose Vendors, then select "New" in the upper right. Complete the form and save.
2. Then, go to the Accounting section, select Chart of Accounts, click "New" in the top right corner, and then enter the name "KleerCard" and choose type "credit card" to create the credit card account.

After adding the Vendor and Credit Card account to your QuickBooks Online chart of accounts, please return to your KleerCard dash.

In KleerCard, select Settings tab and then choose Accounting Integrations in the Integrations section

Step 1: Select an Integration

Set up your QuickBooks Online Integration by going to Settings, and in the Integrations section choose Accounting.

Step 2: Connect to Quickbooks Online

• Choose QuickBooks Online from the drop-down.
• Click "Link Account."
• Choose Company and select "next"
  
• Choose Connect to complete connection and be returned to the Accounting Integrations page.

Step 3: Set your defaults

Credit Card
Default your QuickBook Online Accounts by assigning the Credit Card drop-down to be the KleerCard credit card account that you have created in QuickBooks Online.

Accounts Payable / Bank Account
You can skip the Accounts Payable and Bank Account drop-downs if you are not a using Billpay or reimbursements. If you are, this would be your Accounts Payable account and the bank account you have connected for payments.

Vendors
The Visa merchant name will always populate in the memo field, while you have flexibility in determining the payee displayed in QuickBooks Online. We recommend selecting KleerCard as the default vendor during step 3. You may also manually assign vendors to individual charges, either selectively or on each transaction, or leave both fields empty to keep the payee field blank in QuickBooks.e payee blank in QuickBooks.

Step 4: Sync your data

1. Account
   Sync your Accounts from QuickBooks Online: If this is a new integration, proceed by choosing sync accounts. This will import your expense accounts into your Chart of Accounts. This will allow you to apply the accounts to your charges in the charge detail view and in your phone app. You can further update which accounts your team can see in the dropdown by navigating to Settings, and Chart of Accounts. If there is a message to resolve vendor mapping, then you will need to map the current KleerCard accounts to QuickBooks Online accounts to avoid duplication upon sync.
2. Vendors
   Sync your vendors. NOTE: If you plan to assign specific vendors to transactions and override the default "KleerCard" vendor, you will also want to turn on visibility for vendors in the Manage Company Policies page of your settings.

Step 5: Sync and use other data from Quickbooks Online (Optional)

1. First, go into your general Settings, and choose Chart of Accounts' Settings beneath accounting to update your segments' names and tracking status.
   
   • Rename the segment to Class, Department, or Customer.
   • Turn on tracking.
   • Note for Parent-Child relationships: Segment 1 can be parent to Account, and Account can be parent to Segment 2.

1. Return to the integrations>Accounting settings page. Scroll back down to step 5, and map the dropdown options (Classes, Department or Customer segments) to static QBO object. This will give you the option to sync your info if there are any in QuickBooks Online segments  that are not yet imported into KleerCard.
   

Once your connection is established, you can sync your charges to QuickBooks Online by selecting the charges and clicking “Sync with QBO” at the top of the Charges table. You also have the option to initiate a sync from the Statements page.

Please note that once a charge has been synced to QuickBooks Online, any edits made in KleerCard will not be reflected in the corresponding synced transaction within QuickBooks Online.

Contact us at support@kleercard.com for additional support.