Before Getting Started


Can I integrate Corpay One with Simple Start or Freelancer versions of QuickBooks Online?

  • No, the Corpay One integration can only be used with QuickBooks Online Essentials, Plus, and Advanced.

Who should set up the QuickBooks Online integration?

  • The company Administrator of your QuickBooks Online account must set up the Corpay One configuration.

Sync Preferences


How often does Corpay One sync my bills, payments, receipts, and vendor credits to QuickBooks Online?

  • The Corpay One integration with QuickBooks Online is instant. Once a document is added in Corpay One, you will see a 'synchronizing' message in the top right-hand corner in Corpay One. You can then navigate to QuickBooks Online to see your document in real-time.

What is the default category?

  • The default category will be used if no category is added to a document. You should use an account that would stand out on a trial balance report if a document was not properly categorized. Most customers will use the 'Uncategorized Expense' category from QuickBooks Online.

Should I import categories?

  • Yes, users should choose to import categories during the initial configuration. By doing so, categories, locations, and classes will automatically be added to your Corpay One account.

Should I choose to sync before approval?

  • It's your preference. No wrong answer here. Some users want to have their documents synced to QuickBooks Online in real-time regardless of whether the bookkeeping is complete or has been fully approved to recognize the liability instantly, and others would prefer that documents are more polished before syncing.

What is the default payment account?

  • Most customers pay bills from one bank account, which correlates to one payment account in QuickBooks Online. The payment account will be used on all transactions unless the user chooses a different payment account for a specified bill.

What is 2-way sync?

  • 2-way sync allows you to enter bills into QuickBooks Online and automatically import them into Corpay One. Additionally, if bills are marked as paid in QuickBooks Online, the status of the bill will be updated accordingly in Corpay One.

Can I make changes to the sync preferences?

  • Yes, you can always reconfigure the preferences that were set when making the initial configuration.

Imported Data


Do I need to import my vendors into Corpay One?

  • No, once the integration is connected, your vendors from QuickBooks Online will be imported automatically into Corpay One.

Do I need to manually import my categories, payment accounts, locations, or classes into Corpay One?

  • No, any segment that is used in QuickBooks Online will be imported automatically into Corpay One by choosing to import categories during the initial configuration.

What happens if I add a new category, payment account, location, or class after setting up the initial configuration?

  • Corpay One actively checks for new data on a routine basis. If you do not see the data in Corpay One, navigate to Settings > Lists and click the 'RE-SYNC' button in the top right-hand corner to force a hard refresh of the data.

Bookkeeping Data


Will the invoice image uploaded to Corpay One sync to QuickBooks Online?

  • Yes

Are Customers/Projects from QuickBooks Online available in Corpay One?

  • Yes

Can documents be marked as Billable in Corpay One?

  • Yes

Are Locations from QuickBooks Online available in Corpay One?

  • Yes

Are Classes from QuickBooks Online available in Corpay One?

  • Yes

Are Items from QuickBooks Online available in Corpay One?

  • No

Are Purchase Orders from QuickBooks Online available in Corpay One?

  • No

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