Plexflow supports automatic synchronization of transactions to Quickbooks. The integration is unidirectional (from Plexflow to Quickbook only) and currently supports synchronizing rent invoices, rent invoice payments, expenses, expense payments towards Quickbook and occurs on the fly (i.e. as soon as they are created in Plexflow). Creations, deletions and updates on the transactions in Plexflow will trigger a synchronization towards Quickbook in order to maintain the accuracy of the information. An individual synchronization takes about 1 minute to complete, so when creating an invoice in Plexflow you should see the Invoice created in Quickbook within a minute's time.

How does it work

Invoices

When collecting rent via Plexflow

you should see the below Invoice created with an ID

if you don't see the ID column you can select the gear icon above and toggle the ID column ON:

and this is what you will see in Quickbook

As you can see 2 items are created in Quickbook: The invoice bill with the amount of rent due, and the payment that was made on that invoice. If you collect a partial payment then the payment in Quickbook will reflect the partial payment.

Expenses

Similarly for expenses, add a new Expense in Plexflow (either on the Property or Unit level).

Here is what the resulting Expense looks like in Quickbook

What fields are mapped

Invoice

| Quickbook Invoice

|

• Name
• Email

| Customer:

• Name (email)
• Email

|

| Class as <property name>:<unit name>

|

| Transaction date

|

| Invoice amount

|

| Reference number

|

| Private note

|## Invoice Payment

|

| Amount paid

|

| Transaction date

|

| Payment method

|## Expense

| Quickbook Expense

|

| Amount due

|

| Reference number

|

|

| Transaction Date

|

| Class as <property name>:<unit name>

|

|

How to setup integration

1. Go to profile -> integrations and "Connect Quickbook"

2. You will be asked to login to your Quickbook account

3. Once the Quickbook login is complete your Quickbook account will be connected to Plexflow and you should see the below screen under the Quickbook Integration section

If you're having issues connecting your Quickbook account please contact us on the Chat for support.

Synchronization settings

Parameters

Expense Sync

Activate or Disable the synchronization of expenses towards Quickbook. If this is disabled, expenses will not be sent for synchronization towards quickbook.

Invoice Sync

Activate or Disable the synchronization of invoices towards Quickbook. If this is disabled, rent invoices will not be sent for synchronization towards quickbook.

Class Sync

In Quickbook transactions can be grouped by classes and sub-classes. Plexflow uses the Class/Sub-Class categorization to map transactions to their associated Property and Unit in Plexflow. You have 3 options for this setting:

1. No class: Will not categorize transactions
2. Class: Will only assign the Plexflow Property in the transaction class in Quickbook
3. Sub-Class: will assign the Plexflow Property and Unit in the transaction class in Quickbook

Sync start date

Select a date for which you want the synchronization to happen. Typically this would be the beginning of a fiscal year for your company. Any transactions (Invoices or Expenses) created in Plexflow with a date prior to this "Sync start date" will not be sent to Quickbook, only transactions created in Plexflow with dates after this "Sync start date" will be sent to Quickbook.

Enable/Disable properties for Sync

You have the option to choose which properties you want to enable syncing towards Quickbook. When a property is disabled, any transaction created in Plexflow tied to the property (Invoice or Expense) will not be sent to Quickbook.

Category mapping

In the table above, you can define the mapping of Expense categories between Plexflow and Quickbook. The first column shows all the Expense categories that you have in your Plexflow account. The second column shows all the Expense categories that you have in your Quickbook account. Once you've defined the mapping in your integration settings, Plexflow will use that mapping to set the proper Expense category in Quickbook.

Updated on: 20/04/2025