Two-Way Expense Sync
An optional feature that lets expenses entered in Factor push out to QuickBooks Online, in addition to the standard sync where bills entered there flow into Factor. Not all firms use this — it needs to be enabled and configured with a Factor product specialist.
Setting Up Products/Services in QuickBooks
Each expense type is linked to a QuickBooks product/service in SETTINGS > Lists > Expense Types, in the QuickBooks Product/Services column. With Two-Way Expense Sync, Factor uses that product/service in two places: on the bill it sends to QuickBooks when an expense is pushed, and on the QuickBooks invoice line when that expense is billed to the client.
Set up the product/service in QuickBooks with both Sales and Purchasing turned on:
Sales: check the box to sell the item to your customers and choose an Income account. The revenue from billing the expense to the client posts to this account.
Purchasing: check the box to purchase the item from a vendor and choose an Expense account. The cost of the expense, recorded when Factor pushes it to QuickBooks as a bill, posts to this account.
How Push Settings Work
Each expense type can be set to push automatically, push manually, or not push at all, under SETTINGS > Lists > Expense Types, in the "Push to QuickBooks?" column:
Don't Push — stays in Factor only
Automatic Push — pushed as soon as it's saved
Manual Push — held until someone pushes it manually
A multi-line expense only pushes automatically if every line is set to Automatic Push. If any line is Manual Push, the whole group needs to be pushed manually.
Pushing an Expense Manually
From a project's Expenses tab or BILLING > Synced Transactions, click the sync status badge on the expense and select Push to QuickBooks.
What Can Block a Push
The status badge shows what's wrong and links directly to fix it in most cases:
Unmapped Project, Unmapped Expense Type, or Unmapped Tax Rate — something on the expense isn't linked to its QuickBooks counterpart yet. Click Set Up Mapping on the badge.
Vendor not linked — the vendor needs to be linked under SETTINGS > Integrations > Vendors before the expense can push. You can also check "Add as New Vendor on Sync" on the expense to create the link automatically.
Due Date
With two-way sync on, expenses get a Due Date field, because a pushed expense becomes a Bill in QuickBooks, and bills need a due date. It defaults to match the expense date until changed.
Reviewing Synced Expenses
BILLING > Synced Transactions shows every expense, invoice, and payment that's moved between Factor and QuickBooks, its sync status, and a direct link to view the record in QuickBooks.