NEXOS + QuickBooks Online
Scan invoices on your phone. NexosIQ extracts every field. Invoices sync to QuickBooks as bills, receipts sync as expenses — with the right account codes, already. Your bookkeeper gets clean data instead of a pile of PDFs.
How the sync works
Scan the invoice
Snap a photo in the mobile app, forward the email to your location inbox, or upload a PDF from the web. NexosIQ extracts vendor, invoice number, date, line items, totals, and taxes in under 60 seconds.
We sync it to QuickBooks
Auto-sync on approval, or batch sync on demand. Vendor auto-matched to your existing QuickBooks vendor list — or created fresh if new. Account codes pulled from your Chart of Accounts + configurable per-item defaults.
Your books close faster
Month-end takes hours instead of days. Per-invoice sync history with color-coded status. Failed syncs surface with the exact QuickBooks error so your bookkeeper can fix it in one click.
What syncs to QuickBooks
Invoices → Bills
- Vendor (auto-matched or created)
- Invoice number + date + due date
- Subtotal, tax, and total
- Line items with descriptions + amounts
- Account code per line (from Chart of Accounts)
- Original PDF attached to the QuickBooks bill
Receipts → Expenses
- Merchant name + date
- Payment method + card last 4
- Subtotal, tax, tip, total
- CostIQ tax category (Meals, Supplies, Travel, etc.)
- Original receipt image attached
- Business / personal use-type flag
Beyond basic sync
Bulk sync for catch-up
Behind on last quarter? Bulk-sync all pending invoices in one click. Rate-limited in batches of 5 to stay under QuickBooks API limits.
Sync history + retry
Every sync event logged with entity type, status, and error details. Click any failed sync to retry — NEXOS handles the idempotency so you never get a duplicate bill.
Configurable account codes
Set the default Expense Account Code (e.g. 1 for Operating Expenses) and Bank Account Code (for receipts). CostIQ categories can override per line.
Approval gating
Turn on 'require approval' and invoices only sync to QuickBooks after an authorized approver signs off. No more accidental bills hitting your books.
5-minute setup
Go to Settings → Integrations, click Connect QuickBooks Online, sign in via Intuit OAuth, pick your company file, configure account codes. Done. No IT ticket, no SSO ceremony, no consultant.
Get started