Factor integrates with QuickBooks Online (QBO) to automate the flow of financial data between your project management and accounting systems. This is an optional integration - Factor works fully and independently without it.
Overview
The Factor-QBO integration handles real-time syncing of invoices and expenses between the two systems:
Invoices - When you finalise an invoice in Factor, it automatically syncs to QBO
Expenses - When you enter a bill in QBO and assign it to a linked account, the expense syncs to Factor and attaches to the correct project
Payments - When a payment is recorded against a Factor invoice in QBO, it syncs to Factor and updates the invoice status
For full details on how the integration works day-to-day, see the QuickBooks Online Integration article.
How It Works
The integration requires a one-time mapping setup connecting Factor's classification types (expense types, service types, vendors, payment terms, etc.) to their corresponding items in QBO. Each client and project in Factor must also be linked to a customer and sub-customer in QBO.
Once mapping is complete, the sync is automatic and real-time. Finalised invoices appear in QBO within seconds. Expenses entered in QBO appear in Factor shortly after entry. When an invoice is voided in Factor, the necessary adjustments are handled in QBO as well.
Not Using QuickBooks?
Factor's lists and financial features work independently of QBO. You can manage expense types, service types, vendors, and other lists without linking them to QBO. The integration adds automation for firms that use QuickBooks Online for accounting, but it is not required.
Troubleshooting
Invoice Not Syncing to QBO
If a finalised invoice is not appearing in QBO:
Confirm the invoice is finalised in Factor - draft invoices do not sync
Verify the integration connection is active under SETTINGS > Integrations
Ensure the project is linked to a QBO customer/sub-customer via the Billing Information section on the project's Overview tab
Check that all service types and expense types are mapped to valid QBO products/services under SETTINGS > Lists
Confirm your QBO user account has admin-level permissions - only admin users can authorise third-party integrations
If the issue persists, contact Factor support with the invoice number, date, and amount.
Expenses Not Syncing from QBO
If a bill entered in QBO is not appearing in Factor:
Verify the sub-customer on the QBO bill line is linked to a Factor project
Verify the chart of accounts item on the QBO bill line is mapped to a Factor expense type in the QuickBooks Expense Links area
Confirm the bill is saved in QBO and not in draft status
Remember: expense account mappings must be 1-to-1. A QBO account cannot be mapped to more than one Factor expense type
If the issue persists, contact Factor support with the bill details from QBO.
Authorisation or Connection Issues
If you see an authorisation or permission error:
Go to SETTINGS > Integrations and reconnect by clicking Connect to QBO and reauthorising with your QBO credentials
Ensure your QBO user account has admin-level permissions
Integration tokens can expire - reauthorisation will refresh them
Warning: Never click the Disconnect button without speaking to your Factor Product Specialist first. It wipes all QBO configurations and requires a call to reconfigure.
Data Mismatch Between Factor and QBO
Common causes of data discrepancies include rounding differences, taxes, or fees handled differently between systems, manual edits made in QBO after a sync, or partial syncs caused by a network interruption. Review the specific transaction in both systems to identify where the difference occurred. Contact Factor support if you believe it is a system error.
When to Contact Support
If none of the above steps resolve your issue, contact Factor support with:
The specific invoice or expense that isn't syncing
The date the issue started
Any error messages visible in Factor or QBO
Your QBO realm ID (found in QBO settings)