You can give a virtual card a default QuickBooks category and memo. Every new purchase on that card then arrives in Fluz already labeled and ready to sync, so you don't have to fill in the details one transaction at a time.
Only account Owners and Admins can set QuickBooks details, and defaults are set on the Fluz website. QuickBooks needs to be connected first. See How do I connect QuickBooks Online to Fluz?
Set defaults on a new virtual card
Start creating a virtual card on the Fluz website.
Open Expense details ("Set a default category and memo").
Choose a QuickBooks category and enter a memo. If the category you want doesn't exist yet, type a new name. It will also be created in QuickBooks.
Finish creating the card. The defaults are saved with it.
Set or change defaults on an existing virtual card
Open the card on the Fluz website to edit it.
Under Expense details, set the Category and Memo.
Click Update card.
For example, a card used for software subscriptions could have the default category "Software" and the memo "SaaS". Every new charge on it shows up with those details already filled in.
What defaults do and don't change
They apply to new transactions only. Defaults are added to purchases made after QuickBooks was connected. Earlier transactions aren't changed.
They never replace details you entered. If someone already added a category or memo to a transaction, the default doesn't overwrite it.
Synced transactions stay as they are. Defaults never change a transaction that's already in QuickBooks.
You still choose when to sync. A default category makes a purchase ready to sync, but it isn't sent to QuickBooks until you sync it.
In the mobile app
You can't set or change card defaults in the mobile app, and the app doesn't show them on the card. They still apply, though: the card's purchases appear in the app's Accounting tab with the category and memo already filled in.
Label gift card purchases and bill payments up front
The same Expense details step appears when you buy a gift card or pay a bill, so you can add a category and memo before the transaction goes through.
Name a new spend account for QuickBooks
When you create a spend account while QuickBooks is connected, the form includes Name in QuickBooks. If you leave it blank, the spend account's own name is used.
If Fluz is creating a new QuickBooks account for it, you can turn on Set this as a sub account and choose a Parent account in QuickBooks to nest it under an existing account.
FAQ
Why doesn't my default category show on an older purchase?
Why doesn't my default category show on an older purchase?
Defaults only apply to transactions made after QuickBooks was connected. Add the details to older transactions yourself. See How do I categorize and sync transactions to QuickBooks?
If I change a card's defaults, what happens to its existing transactions?
If I change a card's defaults, what happens to its existing transactions?
Transactions that already have a category or memo keep them. Synced transactions never change.
Still stuck?
Contact us and include:
The email address on your Fluz account and your business name
The last four digits of the Virtual Card
The default category and memo you set
The date and amount of a transaction that didn't pick up the defaults
Whether you were using the Fluz website or the mobile app, and a screenshot
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.