Once QuickBooks is connected, you label your Fluz transactions with a category, vendor, memo and receipt, then send them to QuickBooks. Nothing goes to QuickBooks until you click Sync, so you stay in control of what lands in your books.

You can do this on the Fluz website or in the Fluz mobile app. Only account Owners and Admins can categorize transactions for QuickBooks and sync them.

Before you sync

Only settled transactions can sync. Pending transactions show "Pending settlement" and become available once they clear.
Some transactions need a category. Purchases, refunds, bill payments, transfers to or from another Fluz account, and chargebacks need a category before they can sync. Deposits, withdrawals and transfers between your own spend accounts don't.
Synced transactions are final in Fluz. After a transaction syncs, you can't edit its details in Fluz, and later changes in Fluz don't update QuickBooks. Make any corrections in QuickBooks.

On the Fluz website

Sync one transaction

Go to Transactions and turn on Accounting view. This adds Category, Memo, Receipt, Billable and Sync columns to the list.
Click a transaction to open its details, and find the Expense details section.
Fill in the details:
- Category: choose a QuickBooks category from Select category.
- Memo: add a note. It appears on the entry in QuickBooks.
- Receipt: drag in a PDF, PNG or JPG file, up to 10 MB.
- Vendor: choose one, or type a new name and choose Create "…" vendor to add it to QuickBooks.
- Billable: turn this on if the expense should be charged to a client. Customer then replaces Vendor and becomes required.
Your changes save automatically. You'll see "Draft saved".
Click Sync to QuickBooks.

If Sync to QuickBooks is grayed out, hover over it to see why, for example "Select a category before syncing."

Sync several transactions at once

In Accounting view, tick the transactions you want to work on. A bar appears with a summary, such as "12 selected · 9 ready · 2 need details · 1 cannot sync".
If you like, fill in Select a category, Enter memo or Select a vendor, or upload a receipt. More settings adds Billable and Customer.
Click Sync.
If some transactions can't sync yet, for example because they're still pending or missing a category, you'll see how many will be skipped. Choose Review selection to see why, or sync the rest.

Good to know:

Anything you enter in the bar replaces what's already on the selected transactions. Fields you leave blank keep their existing values.
Details and receipts you add in the bar only apply to the transactions that actually sync.

Sync everything that's ready

With nothing selected, a bar shows how many transactions are ready to sync. Click Sync all ready, then confirm.

This sends every ready transaction on your account, not only the ones shown under your current filters. A message confirms how many were synced.

Find what still needs attention

Filters. Choose Filter by, then QuickBooks, to show All, Unsynced, To sync or Synced transactions. To sync shows settled transactions on or after your start date that haven't been synced yet, including ones still missing a category. You can also show transactions missing a category, memo, receipt, or all three.
Home page. When you have unsynced transactions, the Activity area shows an Accounting tab with a count. Icons show whether each transaction has a category, memo and receipt. Click See all accounting transactions to open the full list.

In the Fluz mobile app

Once QuickBooks is connected, the app shows an Accounting tab listing the transactions that haven't been synced yet.

Open the Accounting tab and tap a transaction.
In Expense details, set the category, memo, vendor or customer, and billable. You can add a receipt, including by taking a photo.
Tap Sync to QuickBooks.

Good to know:

In the app, you sync one transaction at a time. Selecting several at once and Sync all ready are on the Fluz website.
Use the Missing expense details filter to show only transactions missing a category, memo or receipt.

Transaction statuses

Each transaction shows a sync status in the Transactions list and in its Expense details.

Status	What it means	What to do
Unsynced	Not in QuickBooks yet.	Add a category if needed, then sync.
Syncing	Being sent to QuickBooks now.	Wait for it to finish.
Synced	In QuickBooks and locked in Fluz.	Nothing.

If QuickBooks doesn't accept a transaction, you'll see an error message explaining why. The transaction stays Unsynced, so you can fix the cause and sync it again. See What does this QuickBooks error mean?

What the Sync column shows

On the website, the Sync column in Accounting view shows a Sync button for unsynced transactions. When a transaction can't be sent, the column shows one of these instead:

What you see	What it means	What to do
Pending settlement	The transaction hasn't settled yet.	Wait for it to settle, then sync.
Out of range	The transaction is dated before your start date.	If nothing has synced yet, change your start date in the Manage panel to include it. After your first sync, the start date is locked and this transaction won't be sent.
Not supported	This transaction type, such as a card verification, can't be sent to QuickBooks.	No action needed.

Transfers sync in pairs

A transfer has two sides: money out of one balance and into another. Syncing either side syncs both, so QuickBooks always sees the full move.

Receipts

You can add receipts to Virtual Card and gift card purchases and refunds, bill payments, and transfers to or from another Fluz account. Other transaction types show "Receipt unavailable".
Files must be PDF, PNG or JPG, up to 10 MB.
The receipt is attached to the matching entry in QuickBooks when the transaction syncs.

FAQ

I need a category that isn't in the list. Can I create it here?

Not from a transaction or the bulk bar. You can create a new category from a Virtual Card's Expense details on the Fluz website. You can also add it in QuickBooks, then click Refresh data in the Manage panel so it shows up in Fluz. New vendors can be created right from a transaction.

Can I split one purchase across several categories?

No. Each transaction has one category.

Could a transaction be sent to QuickBooks twice?

No. Fluz checks for duplicates, so a transaction is only ever posted once.

Does turning on Accounting view sync anything?

No. Accounting view only changes what you see. Transactions are sent only when you click a Sync button.

I synced a transaction with the wrong category. How do I fix it?

Synced transactions are locked in Fluz. Correct the entry in QuickBooks.

The entry was deleted in QuickBooks. Can I sync it again from Fluz?

No. Fluz doesn't detect changes made in QuickBooks, so the transaction stays Synced and locked in Fluz. Your bookkeeper will need to recreate the entry in QuickBooks.

Still stuck?

The email address on your Fluz account and your business name
The date and amount of the transaction you're trying to sync
The exact message you saw, and a screenshot
Whether you were using the Fluz website or the mobile app, and your browser or app version
Roughly when it happened

Still have questions? Reach out to our Customer Experience team.

Fluz is a financial technology company, not a bank. Banking services provided by partner banks, members FDIC.

How do I categorize and sync transactions to QuickBooks?