Our QuickBooks Online integration allows you to sync transaction details and automatically create accounting records in QuickBooks by assigning GL (General Ledger) codes to transactions directly from your Mercury dashboard.
This integration only allows transaction information to be synced from Mercury to QuickBooks. Any changes in QuickBooks won’t sync back to Mercury.
Connecting to QuickBooks
- Go to Settings > Integrations and click Connect to QuickBooks.
- In Step 1, select Connect and follow the QuickBooks guide for how to connect your Mercury account to QuickBooks to connect your bank feed transactions. If you’ve already done this, skip to Step 2.
- In Step 2, select Enable next to "Sync accounting details".
Once connected, QuickBooks will appear as "Active" on your Integrations page. You can also disconnect the integration directly from your Integrations page at any time.
If you’re connected to QuickBooks but don’t see the ability to add GL codes, go to your Integrations page and select Manage next to QuickBooks. Find Sync accounting details and make sure the feature is enabled.
Applying QuickBooks GL codes
If you’re a QuickBooks Online user, you can easily categorize your transactions and payments before they’re reconciled in QuickBooks. Once you connect to QuickBooks, Mercury will automatically pull in your QuickBooks GL codes so you can add them to transactions.
You can do this in a few different places:
- On your Transactions page, click open a Transaction to view the details and select from the GL code dropdown.
- If you’re creating a new payment manually or by uploading an invoice, select from the GL code dropdown as you’re setting up the payment details.
- If you want to add a category to an upcoming payment that was already scheduled, you can view the payment details on your Payments page and select from the GL code dropdown there.
- You sync credit and debit card transactions from your Accounting page.
- Once a transaction has been reviewed and the GL code selected, click the “Mark as ready” action icon.
- After marking any card transactions that are ready, select “Sync to QuickBooks” in the top right to sync the card expenses to your QuickBooks account.
Frequently asked questions
Is the integration with QuickBooks free to use?
Yes! Our QuickBooks integration is free to use. Learn more about pricing
What types of transactions can have QuickBooks GL codes applied to them?
You can add GL codes to incoming and outgoing wires, ACH transfers, checks, and card transactions. The only transaction types currently excluded are internal transfers and Treasury transactions.
Are Treasury transactions included in the bank feed sync?
No, most Treasury transactions are currently unable to be synced to your QuickBooks bank feed, but a CSV download is available.
If I create a recurring payment, will the same GL code be assigned automatically to all future payments?
Yes, the GL code you assign to the first payment will be automatically assigned to all future payments in the series.
If I make changes in QuickBooks to a transaction, will those changes be reflected in my Mercury account?
No, the connection is a one-way sync. Transaction information is passed from Mercury to QuickBooks, and any changes in QuickBooks won’t pass back to Mercury.
Can I edit a GL code on the Transactions page?
No. Once you assign a GL code from your Transactions page the GL code cannot be edited further in Mercury. Any changes must be made directly in QuickBooks.
If I don’t want to categorize my payments in Mercury, can I turn off this feature?
Yes. If you don’t want to categorize transactions but you still want to automatically import transactions to QuickBooks via the bank feed, go to your Integrations settings and select Manage next to QuickBooks. Toggle Disconnect next to Sync accounting details to turn off the category sync while keeping the rest of the connection active.
What QuickBooks plans does this integration work with?
Categorizing and syncing payments is only available for the QuickBooks Online Essentials tier or higher. We also don’t currently support QuickBooks Desktop. Learn more about QuickBooks plan options
When do transactions sync to QuickBooks, and what kind of an accounting record is created?
- Send money and bill pay (only applicable if a GL code is selected when processing the bill)
- Syncs first upon scheduling, and again upon payment.
- When scheduled, an unpaid bill entity is created in QuickBooks and categorized with the associated expense based on your selection.
- When the bill is paid the bill is automatically marked as paid in QuickBooks.
- Credit and debit card
- Syncs from the Accounting page after being marked as ready and pressing “Sync to QuickBooks”.
- Creates a purchase record in QuickBooks.
- Other transactions on the transactions page
- These sync immediately upon selecting the GL code.
Incoming transactions are recorded as deposits, outgoing transactions are recorded as expenses.
What information is included in the sync when I categorize a Mercury transaction?
- For bills - GL code, invoice due date, transaction date, amount, notes, attachments
- For regular payments - GL code, invoice due date, transaction date, amount, notes, attachments
- For debit or credit card transactions - GL code, transaction date, amount, notes attachments