Integrating with QuickBooks Online

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.

Connecting to QuickBooks

1. Go to Settings > Integrations.
2. Hover over QuickBooks and click Connect.
3. Follow the instructions to connect Mercury to your QuickBooks bank feed.
4. Optional: Set up Enrichment to categorize transactions and enhance your accounting records.
   • Follow the prompts to connect to QuickBooks and map your Mercury accounts to QuickBooks general ledger accounts to ensure proper syncing.
   • Click Complete.
     • Note: Enriching your QuickBooks integration is only available for QBO SimpleStart and higher plans. The QBO Solopreneur plan is not supported at this time.

After Connecting

• QuickBooks will appear under your "Active" Integrations. You can disconnect it anytime from the Integrations page.
• To confirm your bank feed connection, log into your QuickBooks account.
• If you don’t see the option to add GL codes:
  1. Ensure your QuickBooks bank feed is connected.
  2. Set up Enrichment to:
     • Categorize transactions within Mercury.
     • Sync accounting records with QuickBooks.
     • Enrich your QuickBooks sync with GL codes, attachments, notes, and memos.

Applying QuickBooks GL codes

Once you connect to QuickBooks and set up enrichment, Mercury will automatically pull in your QuickBooks GL codes so you can add them to transactions and create and sync the associated accounting records to QuickBooks.

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.
• Sync any incoming and outgoing transactions from your Accounting page.
  • Once a transaction has been reviewed and the GL code selected, click the Mark as ready action icon.
  • Select Sync to QuickBooks in the top right to sync the ready transactions to your QuickBooks account.
  • You can also update in bulk by utilizing the checkboxes on the left side of each transaction. Select the transaction(s) you want to action, then choose either Mark as Ready or Edit GL Code from the action bar that pops up at the bottom. For even quicker bulk actions, try holding the shift button and selecting a transaction to also select all the transactions above it.

Accounting record details

The type of accounting record created, the timing of the sync, and the data included will vary with each transaction type.

FAQs 

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 GL codes applied to them?

You can categorize incoming and outgoing wires, ACH transfers, and checks. The only transaction types currently excluded are internal transfers, IO payments, and Treasury transactions.

Why can’t I categorize transfers, IO payments, and Treasury?

Transfers and IO payments are categorized automatically by our system and/or QuickBooks. Treasury transactions are not yet available in the integration, but there are workaround for adding Treasury transactions to QuickBooks. A full experience is coming later this year.

Is there a workaround to adding Treasury transactions to my QuickBooks feed?

Yes. You can download a CSV each month from Mercury and upload it into QuickBooks. Here's how:

1. In Mercury, navigate to Settings > Documents and Data
2. Find "Treasury" in the Account drop-down and download the CSV for the month(s) you'd like to reconcile
3. Navigate in QuickBooks to "Transactions" > "Bank Transactions" to access the bank feed
4. Click the dropdown next to “Link account” and select Upload from file
5. Follow the steps in QBO to upload the CSV to the Treasury feed 

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?

Yes, you can edit a transaction’s GL code, notes, and attachments on the Transactions page.

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 click into your QuickBooks integration. Click Disconnect beside “Enriched transactions” to turn off the category sync. Your bank feed will remain turned on. You can confirm your bank feed connection via QuickBooks.

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

What types of transactions are included in the bank feed sync?

Most incoming and outgoing transactions are included in the bank feed sync. The only transaction types currently excluded are Treasury transactions.