Integrating MatchRecon with QuickBooks: Step-by-Step

Connecting MatchRecon to QuickBooks creates a powerful automated reconciliation workflow. This guide walks you through the integration process step-by-step, ensuring a smooth setup and optimal results.

Before You Begin

Ensure you have administrator access to both your QuickBooks account and your MatchRecon account. You'll need QuickBooks Online (any plan) or QuickBooks Desktop with web connector enabled.

It's also helpful to have recent invoices, bills, and purchase orders in QuickBooks to test the integration once it's set up.

Step 1: Navigate to Integrations

Log in to your MatchRecon account and navigate to Settings > Integrations from the main menu. Click on the QuickBooks integration card and select "Connect to QuickBooks."

This will redirect you to QuickBooks to authorize the connection. The OAuth flow ensures MatchRecon never has access to your QuickBooks password.

Step 2: Authorize Access

On the QuickBooks authorization page, review the permissions MatchRecon is requesting. We require read access to invoices, bills, purchase orders, and vendors, and write access to create matches and post reconciliation records.

Click "Authorize" to grant access. You'll be redirected back to MatchRecon where you'll see a confirmation that the connection was successful.

Step 3: Configure Sync Settings

Now configure what data should sync between QuickBooks and MatchRecon. Select which types of documents to include (invoices, bills, purchase orders), date range for initial sync (we recommend starting with the past 90 days), and sync frequency (real-time, hourly, or daily).

For most organizations, real-time syncing provides the best experience, ensuring MatchRecon always has current data for reconciliation.

Step 4: Map Custom Fields

If you use custom fields in QuickBooks, you can map them to MatchRecon fields. This ensures all relevant data is available for matching and reporting.

Common mappings include project codes, cost centers, approval statuses, and custom vendor categories. Take time to set these up correctly—it will make matching more accurate.

Step 5: Initial Data Sync

Once configured, MatchRecon will perform an initial sync of your QuickBooks data. Depending on your data volume, this can take anywhere from a few minutes to an hour.

You can monitor sync progress on the Integrations page. Once complete, you'll receive an email confirmation with a summary of synced records.

Step 6: Configure Matching Rules

With data synced, configure matching rules that define how MatchRecon should match invoices to purchase orders. You can set tolerance thresholds for amount differences, choose whether to require exact quantity matches, and specify how to handle partial shipments.

Default rules work well for most organizations, but customizing them to match your business processes will improve matching accuracy.

Step 7: Test the Integration

Before going live, test the integration with a small batch of invoices. Navigate to the Reconciliation page and select a few invoices to process. Review how MatchRecon matches them against purchase orders and verify the results are accurate.

If you spot any issues, adjust your matching rules and test again. Once you're confident in the results, you can enable automatic reconciliation.

Ongoing Management

After setup, MatchRecon automatically syncs new data from QuickBooks based on your configured frequency. Matched invoices can be automatically posted back to QuickBooks with approval, creating a fully automated reconciliation workflow.

Monitor the Integration Health dashboard to ensure syncing is working correctly, and review the Reconciliation Reports to track accuracy and identify trends.

Troubleshooting Common Issues

If sync stops working, check that the QuickBooks connection hasn't expired (you may need to reauthorize periodically). Verify that the QuickBooks account used for integration still has appropriate permissions.

For matching issues, review your tolerance thresholds and matching rules. Most issues can be resolved by adjusting these settings to better reflect your business processes.