Accounting integrations

Connect your organization's ledger in QuickBooks Online or Xero so Treasury can compare each budget with what your books say was actually spent. The connection is read-only: the chart of accounts and your spending transactions come in; nothing is ever written to the ledger, and nothing here creates, approves or pays a bill. There is no payment or bill-pay access at all.

Find it under Initiatives → Integrations → Accounting. Finance stewards and owners set it up, and your plan must include Treasury.

Connecting

1. Choose Connect QuickBooks Online or Connect Xero.
2. Sign in at the provider and approve the access it asks for. QuickBooks asks for its accounting scope (Intuit offers no narrower read-only one; the app only ever reads with it). Xero asks to read your settings and your transactions, both read-only, and for offline access so syncs keep working.
3. You return to the settings page with the connection shown as Connected.

The sign-in link works once and for ten minutes, only for the person who started it. The provider's tokens are encrypted before they are stored. They are never shown, never given out by the app and never sent to the browser.

One QuickBooks and one Xero connection can exist per organization. Disconnect revokes the tokens at the provider and erases them here; actuals already imported and your mappings stay, so a later reconnect picks up where you left off. If the provider stops accepting the tokens (they were revoked, or the app was removed there), the connection shows Reconnect needed and scheduled syncs stop until someone reconnects.

Syncing

A sync reads the chart of accounts and the spending transactions (QuickBooks purchases, including credits, and bills; Xero spend bank transactions and bills) dated from at least 400 days back, or the start of your oldest open budget, to a month ahead. It runs on a schedule (every 6 hours by default; change Sync every to between 1 and 24 hours) and whenever you choose Sync now. A transaction deleted or voided in the ledger drops out at the next sync.

Only what a budget comparison needs is kept: the date, the expense account, the amount and currency, the description and the counterparty's name. Bank account details, card details and the account a purchase was paid from are never imported. Recent syncs shows each run, how it was started and what it read; Chart of accounts lists the accounts read.

Ledger vs budget

On each budget's page, Ledger vs budget shows per budget line what was approved, what was recorded in Treasury and what the ledger holds, and what remains of the approval after the ledger's spending. A finance steward chooses Map ledger accounts to lines to say which ledger accounts count toward which line; each account counts toward at most one line of a budget.

Only actuals in the budget's currency and dated within its period count. Spending in other currencies is listed apart and never converted. Spending on accounts not mapped to any line is shown as one total, so the figures always add up to the ledger: mapped plus unmapped equals what the ledger holds for the period.

Sample mode

When a deployment has no QuickBooks or Xero app configured, the integration runs in sample mode: the sign-in returns at once and syncs read a recorded set of synthetic sample data in the providers' published formats. Nothing reaches QuickBooks or Xero. The page says so. A production deployment does not run in sample mode unless its operators allow it.