Connect Corpay One with QuickBooks Online

This article describes how you set up and use Corpay One's integration for QuickBooks Online accounting software.

Mads avatar
Written by Mads
Updated over a week ago

We've partnered up with QuickBooks Online, a premier accounting software, to offer customers an easy way to sync their Corpay One tasks with the rest of their financial records.

What does the QuickBooks Online integration do?

Corpay One's integration for QuickBooks Online automatically syncs document data from Corpay One to QuickBooks Online, including vendor invoices and payments:

  1. When a bill is submitted to your Corpay One account, the integration automatically creates a vendor expense entry in your QuickBooks Online account under that vendor. If the vendor isn't already on your vendor list in QuickBooks Online, Corpay One will automatically create it for you.

  2. When the bill is paid via Corpay One, the integration automatically creates a vendor payment entry in your QuickBooks Online account under that vendor.

What data can I sync between Corpay One and QuickBooks Online?

Here's how data flows between Corpay One and QuickBooks Online (the arrows in the middle column show which directions the data flows):

How do I set up the QuickBooks Online integration?

1. Navigate to Settings > Integrations via the left-side menu, and click on Learn more on the QuickBooks Online integration:

2. Now, click the Connect button to continue:

  • ❗ This button will instead say Configure if you have already connected Corpay One with QuickBooks Online.

3. You will now see a list of the permissions that you need to give QuickBooks Online for accessing your data in Corpay One. Click Allow at the bottom to continue:

4. Click the Connect to QuickBooks Online button to start the integration setup:

5. You would asked to select the preferred company you want to connect with.

6. You will be directed to QuickBooks Online, where you'll need to enter your QuickBooks Online credentials and log in. Click "Sign In" to proceed.

7. You will now be asked to give Corpay One access to your data in QuickBooks Online. Click Connect to continue:

8. Now you're back in the integration setup in Corpay One where you must select a default category (account) and payment account that will be applied to documents in Corpay One when no other category or payment account has been selected. Then click Next to continue.

9. Next, on the Data Imports page indicate if you want to import open invoices and unapplied vendor credits with the integration setup. This step is not recommended if the open bills will not need to be paid through Corpay One. Click Next to continue.

9. On the Syncing page there are a few additional options.

  • If the account has a Corpay One Mastercard and if you want transactions to sync to QuickBooks, toggle the sync one and map the transactions to the appropriate account. Up to 3 months of historical transactions can be synced to the mapped QuickBooks account.

  • Choose when you want expenses to sync to QuickBooks. When off, expenses will not sync until they are approved. When on they will sync once uploaded into Corpay One.

  • Choose if you want to enable the 2-way sync feature where you can choose if, after the integration, you want new Bills, Receipts, and Credit Notes to import from QuickBooks to Corpay One and if you want updates to Bills, Receipts, and Credit Notes made in QuickBooks to update Corpay One.

  • Choose if you want to syn vendor attachments directly to the vendor profile in QuickBooks Online.

  • Choose if you want to synchronize invoices, receipts, and credit memos with the vendor's currency to QuickBooks Online.

Click Complete to complete the integration setup.

QuickBooks Online FAQ:

How do I disconnect from QuickBooks Online?

  • Navigate to Settings > Integrations, and click on the QuickBooks Online box. Click on the Configure button. You must first click Allow to allow Corpay One to view the current setup with your QuickBooks Online account. You'll be able to view the existing integration that's been set up between Corpay One and QuickBooks Online. Click Disconnect to disconnect the integration.

When and how does data sync occur?

  • When you submit an expense to Corpay One, you'll see a matching invoice entry in QuickBooks Online. In the integration setup, you can select whether this synchronization happens only when a document is approved, or as soon as it's submitted to Corpay One.

  • When you pay a bill in Corpay One you'll see the payment info reflected in QuickBooks Online.

  • Any changes in categories, departments, notes, etc. on a document in Corpay One will immediately be reflected on the corresponding entry in QuickBooks Online.

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