To connect Dext to QuickBooks Online, go to Business settings, open Connections, and follow the integration steps. Once connected, Dext syncs your accounting data so you can publish items with coding applied.
Before you start
Only Admin users can connect Dext to accounting software. Accountants and bookkeepers accessing a client account have Admin access by default.
If you don’t see Connections in Business settings, you do not have permission to connect accounting software.
Before connecting:
Enable multi-currency in QuickBooks Online if you're going to publish in multiple currencies
Enable billable expenses in QuickBooks Online if you're going to mark items as billable in Dext
If you do not have Admin access, contact an Admin in your account or your accountant/bookkeeper.
Connect Dext to QuickBooks Online
To connect your Dext account to QuickBooks Online:
Go to Business settings.
Select Connections.
Under Accounting software, select Connect next to “Connect and manage software for bookkeeping”.
Select QuickBooks Online from the list.
Select Connect.
Review the connection summary, then select Connect to QuickBooks.
Log in to your QuickBooks Online account when prompted.
Follow the on-screen steps until you are redirected back to Dext.
When you see the confirmation screen, select Finish.
After connecting, allow a few minutes for your lists and category codes to synchronise.
What happens after you connect?
After connecting, Dext syncs key data from QuickBooks Online so you can code and publish items accurately.
Dext syncs:
Chart of accounts
Suppliers
Customers
Classes
Locations
Payment methods
Bank accounts
Dext refreshes these lists automatically every 48 hours. If you need updates sooner, go to Business settings > Connections and manually refresh the integration data.
Why is “Bill” not available in the Publish to field?
If you don’t see Bill in the Publish to field, your QuickBooks Online account is on the Simple Start (Easy Start) subscription.
This subscription only allows publishing items as:
Cash
Check
Credit card
To publish items as bills, upgrade your QuickBooks Online subscription. After upgrading, reconnect the integration in Dext to reflect the changes.
How invoice and receipt reference numbers sync
When publishing invoices, Dext sends the extracted invoice number to QuickBooks Online.
When publishing receipts with a reference number, Dext sends that reference number to QuickBooks Online.
For detailed publishing instructions, see Publish items to QuickBooks Online from Dext.
Use Classes and Locations with QuickBooks Online
If Class or Location tracking is enabled in QuickBooks Online, you can assign Classes and Locations to items in Dext.
Dext pulls Classes and Locations from QuickBooks Online only once they are enabled there.
To enable Class or Location tracking in QuickBooks Online:
Go to Account and settings → Advanced → Categories
Enable tracking for Classes or Locations
Note: Only Admin users on QuickBooks Online Plus or Advanced can create Classes.
Once synced, Classes and Locations appear in Dext and can be assigned during coding.
Important limitations
There are some limitations when using Classes and Locations with QuickBooks Online:
Dext does not distinguish between Classes and subclasses - all are pulled as Classes
QuickBooks Online does not accept multiple Locations in a single journal entry
Expense claims containing multiple Locations will publish without Location data
QuickBooks Online accepts multiple Classes in a single journal entry
Only one Location can be selected per entry in QuickBooks Online
If your workflow relies heavily on multi-location reporting, review these limitations before publishing.