QuickBooks integration

Plexflow supports the automatic synchronization of transactions to QuickBooks. The integration is one-way (from Plexflow to QuickBooks only) and currently supports the synchronization of rent invoices, rent invoice payments, expenses, and expense payments to QuickBooks and occurs in real time (that is, as soon as they are created in Plexflow). Creations, deletions, and updates of transactions in Plexflow will trigger a synchronization to QuickBooks in order to maintain the accuracy of the information. An individual synchronization takes about 1 minute to complete, so when you create an invoice in Plexflow, you should see the invoice created in QuickBooks within one minute.

How does it work?

Rent invoices

When collecting rents in Plexflow

You should see the invoice below created with an identifier:

If you do not see the ID column, you can select the gear icon above and turn on the ID column:

and here is what you will see in QuickBooks.

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

Expenses

Likewise for expenses, add a new expense in Plexflow (whether at the property or unit level).

Here is what the resulting expense looks like in QuickBooks.

Which fields are associated?

Rent invoice

How to set up the integration

1. Go to the profile -> Integrations and Connect QuickBooks.

2. You will be invited to sign in to your QuickBooks account.
3. Once the connection to QuickBooks is completed, your QuickBooks account will be connected to Plexflow and you should see the screen below in the QuickBooks Integration section.

If you encounter problems connecting your QuickBooks account, please contact us in Chat to get help.

Synchronization settings

Settings

Expense sync

Turn the synchronization of expenses to QuickBooks on or off. If this function is turned off, expenses will not be sent for synchronization to QuickBooks.

Invoice Sync

Turn the synchronization of invoices to QuickBooks on or off. If this function is turned off, invoices will not be sent for synchronization to QuickBooks.

Class Sync

In QuickBooks, transactions can be grouped by classes and subclasses. Plexflow uses the Class/Subclass 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 the transactions.
2. Class: Will assign only the Plexflow property in the transaction class in QuickBooks.
3. Subclass: Will assign the Plexflow property and unit in the transaction class in QuickBooks.

Sync start date

Select a date on which you want the synchronization to take effect. In general, this would be the start of your company’s fiscal year. Any transaction (invoices or expenses) created in Plexflow with a date earlier than this “sync start date” will not be sent to QuickBooks. Only transactions created in Plexflow with dates later than this “sync start date” will be sent to QuickBooks.

Turn properties on/off for synchronization

You have the option to choose the properties you want to turn on for synchronization to QuickBooks. When a property is turned off, any transaction created in Plexflow linked to that property (invoice or expense) will not be sent to QuickBooks.

Category mapping

In the table above, you can define the mapping of expense categories between Plexflow and QuickBooks. The first column displays all the expense categories you have in your Plexflow account. The second column displays all the expense categories you have in your QuickBooks account. Once you have defined the mapping in your integration settings, Plexflow will use this mapping to choose the right expense category in QuickBooks.

Updated on: 12/11/2026