Step 1: Configure KleerCard Export Settings

• Log into your KleerCard account.
• Navigate to Settings and open Integrations.
• Select the QuickBooks Online integration export option.
• Set up default mappings for transaction data fields such as vendor, account, class, and memo.
• Export transactions as a CSV file formatted for QuickBooks Online.

Mapping KleerCard transaction categories to your QuickBooks Chart of Accounts ensures proper categorization of expenses in your accounting software.

Mapping is completed once. After that initial step, your exports remain consistent each month.

Step 2: Prepare QuickBooks Online for Import

• Sign into QuickBooks Online.

• Review your chart of accounts and vendor list, adding a 'KleerCard' vendor and a 'KleerCard' credit card account to your Chart of Accounts before connecting.

• Confirm account categories align with your mapped export file.

• Open the import tool inside your QuickBooks dashboard.

This preparation ensures that transaction data connects properly to your existing accounting structure.

Step 3: Import and Reconcile Transactions

• Upload the exported file into QuickBooks Online.

• Review charges and verify account mapping. Transactions are only synced to QuickBooks Online after they have been reviewed in the KleerCard dashboard.

• Confirm vendors and categories.

• Sync your charges to QuickBooks Online.

Once imported, your credit card charges appear inside your QuickBooks Online account, ready for reconciliation and reporting.

Once a charge has been synced to QuickBooks Online, any edits made in KleerCard will not be reflected in the corresponding synced transaction within QuickBooks Online.

How does the KleerCard + Quickbooks online integration work?

The KleerCard Quickbooks online integration works through a structured export and import workflow. You export transactions from your KleerCard account and upload them into QuickBooks Online using mapped fields for vendors, accounts, and classes. This online integration keeps your data clean while giving your team full control before posting charges to your ledger. Instead of relying on automatic sync tools, you choose when to connect and import transaction data.

Does the Quickbooks online integration sync automatically?

No. The quickbooks online integration does not use a live sync or API connection. Transactions are exported from KleerCard and imported into your QuickBooks Online account when you are ready. This process helps prevent duplicate entries and reduces the risk of errors during reconciliation.

Can I map vendors and chart of accounts in QuickBooks?

Yes. During setup, you map vendors, accounts, and class categories so that each transaction posts correctly. Once the mapping step is complete, future imports follow the same structure automatically. This ensures charges are categorized properly inside QuickBooks without repeated manual editing.

What happens if I see an import error in QuickBooks Online?

Most import issues occur when a field is not mapped correctly or when account names do not match. Reviewing your export file and confirming vendor alignment usually resolves the issue quickly. KleerCard onboarding helps reduce these problems by aligning transaction data before your first import.

Can I connect multiple cards and users to QuickBooks Online?

Yes. KleerCard supports multiple physical and virtual cards under one account. All transactions from staff or ministry teams can be exported together and imported into QuickBooks Online in a single file. This simplifies tracking and keeps your accounting data centralized.

Does this integration help with month end reconciliation?

Yes. By exporting organized transaction data with vendor and account coding, the integration shortens your reconciliation process. Instead of reviewing scattered charges from weeks ago, you import structured data that matches your chart of accounts. This makes month end reporting cleaner and faster.