QuickBooks Online: Using the Accounts Tab

Overview

The Account tab is the key screen for your QuickBooks integration. It allows you to set a default expense account — identified by a GL Code — for each product category in Fintech. When the integration sends data to QuickBooks, each invoice line item is mapped to the correct QuickBooks expense account based on the product category’s assigned GL code.

💡 A key feature of this tab is that the same GL Code account can be assigned to more than one product category, so you can be as general or specific as you wish in tracking expenses in QuickBooks.

Accessing the Account Tab

On the left side navigation, click Integrations, then click My Integrations. In the QuickBooks row, click the See Details arrow. This will open the QuickBooks detail page.

Then click the Accounts tab to open the GL code mapping table.

Understanding the Layout

The Account tab contains the following key areas. Asterisks indicate required fields:

Field / Element	Description
Page Header	Displays the integration name (QuickBooks), its Active status badge, and three sync statistics: Total Sync Files, Activation Date, and Most Recent Sync Date.
API Connection Status	Shown in the top-right corner. Confirms whether the live QuickBooks API connection is Active.
Tabs Bar	Four tabs: History, Account (currently selected), Vendors, and Locations.
Instructional Text	A reminder to set a default expense account per product category, noting that the same account can be used for more than one category.
See All Purchased Products	A link in the top-right of the content area that opens a full list of purchased products, showing which category each product belongs to.
GL Code Mapping Table	The main data grid with three columns: Product Category, GL Code*, and Total Assigned Products.

In the header, you'll see three key data points about your integration:

Total number of files synced to QuickBooks since activation
The date when the QuickBooks integration went live
The date of the last successful data sync.
This is important to verify that the integration is sending data on schedule.

GL Code Mapping Table Columns

This table lists all Fintech product categories and their current GL code assignments. Asterisks indicate a field is required:

Field / Element	Description
Product Category	The name of the product category as defined in Fintech (for example, Beer, Wine, Spirit, Non-Alcohol, Miscellaneous, Beer 2, Water, Drinks, Food, Soda, Cips). This field is read-only.
GL Code*	A required dropdown selector that maps a QuickBooks expense account to this product category. Options are pulled from your QuickBooks chart of accounts (for example, Savings, Inventory Assets, Prepaid Expenses, Original Expenses, Beer Expenses, Wine Expenses, Miscellaneous Expenses).
Total Assigned Products	A read-only count of how many individual products in Fintech belong to this category. Helps you understand the scope of each GL code assignment.

Product Categories Reference

The following product categories appear in the GL code mapping table. Each row must have a GL code assigned before the integration can correctly post transactions to QuickBooks:

Product Category	Example GL Code Options	Total Assigned Products
Beer	Beer Expenses, Inventory Assets, Prepaid Expenses	20
Wine	Wine Expenses, Inventory Assets, Prepaid Expenses	20
Spirit	Original Expenses, Prepaid Expenses	20
Non-Alcohol	Prepaid Expenses, Miscellaneous Expenses	20
Miscellaneous	Miscellaneous Expenses, Prepaid Expenses	20

Note: The Total Assigned Products count of 20 is an example. Your actual counts will reflect your product catalog.

Assign a GL Code

Each product category must be assigned a GL Code corresponding to a QuickBooks expense account. This is a required field for every row.

Opening the GL Code Dropdown

1	Locate the product category row you want to configure (e.g., Beer, Wine, Spirit).
2	In the GL Code* column, click the dropdown selector. It shows “Select” if no code has been assigned, or the previously saved account name if one exists.
3	A dropdown list appears showing all available QuickBooks accounts: Savings, Inventory Assets, Prepaid Expenses, Original Expenses, Beer Expenses, Wine Expenses, Miscellaneous Expenses, and others.

Selecting a GL Code

1	Browse or scroll through the list of account names.
2	Click the account that should receive expenses for this product category.
3	The dropdown closes and the selected account name appears in the GL Code column for that row.
4	Repeat for each product category that needs an assignment.

The same GL Code account can be selected for multiple product categories. For example, Prepaid Expenses can be assigned to Spirit, Non-Alcohol, Miscellaneous, Water, and Drinks simultaneously without conflict.

GL Code Status: Unassigned vs. Assigned

Unassigned

Field / Element	Description
Select (Unassigned)	This is a placeholder shown when no GL code has been chosen for a product category. Transactions for products in this category will not be mapped to any QuickBooks account until a GL code is selected and saved.
Account Name (Assigned)	The name of the selected QuickBooks account (e.g., Prepaid Expenses, Inventory Assets, Settings). Indicates the category is fully configured and transactions will post to this account in QuickBooks.

After all GL codes are assigned and Apply Changes is clicked, every row will display an account name instead of the “Select” placeholder.

Saving Changes

After assigning or updating GL codes for one or more product categories, you must save your changes.

Click Apply Changes (bottom right) to save your GL code assignments. When saved, you'll see the header reflect the most recent sync date.

Hit Cancel to discard unsaved changes. All GL Code fields will revert to the last saved value.

⚠️ All product category rows with a GL Code marked as required (*) should have an account assigned before clicking Apply Changes. Rows left on “Select” may result in unposted or unclassified transactions in QuickBooks.

Related Tabs

The Account tab is one of the tabs on the QuickBooks integration detail page:

Accounts: This is where you assign GL codes to each Fintech product category.
Vendors: Here you map vendors to a QuickBooks integration.
Locations: Assign a QuickBooks Class and Location Assignment to each location for multi-location financial reporting.

Troubleshooting

Issue	What to do:
API Connection Status shows Inactive	Verify and re-enter QuickBooks API credentials. The GL Code dropdowns will not populate until the connection is restored. See How to Reconnect Your QBO Account for help.
GL Code dropdown is empty or missing expected accounts	Confirm the expense accounts exist in your QuickBooks chart of accounts. If recently added, refresh the page to sync the latest options.
Apply Changes button is greyed out	No changes have been detected. Make at least one GL Code selection to activate the button.
A product category is missing from the table	Product categories are managed in the Fintech Products module. Contact your administrator to ensure the category has been created and activated.
Transactions in QuickBooks are not categorized correctly	Verify that the GL Code for the relevant product category is saved correctly. Check the File History tab to confirm the most recent sync completed successfully.
Total Assigned Products shows 0 for a category	No products have been assigned to that category in Fintech. Use the See All Purchased Products link to review and correct product-category assignments.

Coming Soon! See All Purchased Products

The See All Purchased Products link will open a full list of every product purchased through Fintech, showing which product category each product belongs to.

You'll use this link to:

Verify that products are categorized correctly before assigning GL codes.
Review the scope of each product category to understand which purchases will be affected by a GL code assignment.
Identify any products that may be uncategorized or assigned to the wrong category.

Note: This link opens a separate view and does not affect the GL code assignments on the Account tab.