Every Fluz transaction you sync arrives in QuickBooks as one journal entry. This article explains what those entries look like, which accounts they use, and how cashback and transfers are recorded. It's written with your bookkeeper or accountant in mind.
One transaction, one journal entry
Fluz doesn't create QuickBooks Expenses, Bills or Checks. Each synced transaction becomes a single journal entry:
Date: the transaction date in Fluz.
Memo: the memo from Fluz appears as the entry's note and line description.
Payee: the vendor chosen in Fluz. For billable expenses, the customer is the payee and the entry is marked billable.
Receipt: attached to the entry right after it's created.
Category: the category chosen in Fluz. Each transaction has one category.
Example: a Virtual Card purchase with cashback
A $120 office-supply purchase on a card funded by the "Marketing" spend account earns $6 cashback. It becomes one journal entry:
QuickBooks account | Debit | Credit |
Office Supplies (the category chosen in Fluz) | $120.00 |
|
Fluz — Marketing (the spend account) |
| $120.00 |
Fluz — Reward Balance | $6.00 |
|
Fluz — Cashback (income) |
| $6.00 |
The expense shows the full $120 cost. The $6 cashback is recorded separately, as income and as money sitting in your reward balance.
Example: adding money from a bank
A $1,000 deposit from a linked bank account into the "Marketing" spend account moves $1,000 into "Fluz — Marketing" from that bank's clearing account.
The clearing account gives your bookkeeper one place to match Fluz's side of the deposit against the bank's own record. Deposits and withdrawals don't need a category.
The accounts Fluz uses
During setup, Fluz maps each place your money sits or moves through to a QuickBooks account, and creates any that don't exist yet.
In Fluz | Suggested name in QuickBooks | What it's for |
Prepayment balance | Fluz — Prepayment Balance | Gift card prepayment money held in Fluz |
Reward balance | Fluz — Reward Balance | Cashback and rewards earned in Fluz |
Reserve balance | Fluz — Reserve Balance | Reserve money held in Fluz |
Fee account | Fluz — Fees | Expense account for fees, such as instant-settlement or deposit fees |
Cashback category (optional) | Fluz — Cashback | Income account where cashback is recorded |
Each spend account | Fluz — (spend account nickname) | That spend account's balance |
Each linked bank account or card | Clearing account – (bank or card name) | A holding account for money moving between that bank or card and Fluz |
Fluz also creates a "Fluz – Transfer Clearing" account to track money you move between your own Fluz balances.
Cashback, royalties and bonuses
Cashback is recorded inside each purchase's journal entry, as shown in the example above.
Referral royalties and bonuses are posted to the cashback income account. They don't need a category.
How you treat cashback, royalties and bonuses for tax purposes is a question for your accountant.
Starting balances
Unless you chose All transactions as your start date, Fluz records the starting balance of each Fluz balance as of that date, once, on your first sync. That way your QuickBooks balances match Fluz from day one.
Fluz only records starting balances for the QuickBooks accounts it creates. If you pointed a Fluz balance at an existing QuickBooks account, set that account's starting balance yourself.
Making corrections
Once a transaction syncs, it's locked in Fluz. Editing it in Fluz isn't possible, and later changes in Fluz don't update QuickBooks. Make any corrections directly in QuickBooks.
Fluz doesn't detect changes made in QuickBooks. If a synced journal entry is deleted in QuickBooks, the transaction stays Synced in Fluz and can't be sent again. To restore it, recreate the entry in QuickBooks.
If a transaction date falls in a period you've closed in QuickBooks, it can't sync. Your bookkeeper can adjust the closing date in QuickBooks, then you can sync again.
What isn't included
Sales tax
Multiple currencies
QuickBooks classes
Some transaction types, such as card verifications, which show "Not supported"
Still stuck?
Contact us and include:
The email address on your Fluz account and your business name
The date and amount of the transaction in question
A screenshot of the journal entry in QuickBooks
What you expected the entry to show
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.