Syncing Transactions to QuickBooks

Updated May 25, 2026

Watch this short video on how to sync transactions to QuickBooks — or follow the step-by-step guide below.

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Before you start

Make sure you've completed Steps 1 and 2 — QuickBooks must be connected and your Swipey accounts must show a green "Linked" label. Go back to Step 2 →

1
Go to Accounting in Swipey
Swipey dashboard → Accounting

Click on Accounting in the left sidebar to get started.

Swipey Accounting sidebar
2
Navigate to your transactions
Expenses tab

You'll see all transactions that are ready to be synced. The page is split into two tabs — Expenses (card transactions and bill payments) and Internal Transfers (deposits, top-ups, clawbacks). Start with Expenses.

Accounting transactions page
3
Select the expense category for each transaction
To Account — expense category

For each transaction, click the expense category dropdown and choose the right category from your QuickBooks Chart of Accounts. The From Account (Swipey Cash Balance) is already pre-filled.

Example: A spend at a vendor → choose Equipment Rental or whichever category applies.

Selecting expense category Choosing payment account Category selected
4
Assign the payment account for each cardholder
Per cardholder — From Account

If you've set up a dedicated QuickBooks sub-account per cardholder, select the right one here. For example, if you have a ledger set up for a specific employee, select their account from the payment account dropdown.

Cardholder dedicated account Account selection Linking to dedicated ledger
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Tracking spend per cardholder?

If you've created a dedicated sub-account for each employee under Swipey Cash Balance in QuickBooks, select their specific account here. This keeps each person's spend separately tracked in your books. Don't have sub-accounts yet? See how to set them up →

5
Repeat for all cardholders
Do this for every employee with transactions

Go through each cardholder's transactions and assign the correct expense category and payment account. Once all are filled in, you're ready to select and sync.

Different cardholder Linking to dedicated account Category selection All categories assigned Transactions ready
6
Select transactions and click "Ready to Sync"
Choose what to push to QuickBooks

Once all categories and accounts are filled in, you'll see a Select action appear on the right-hand column. Tick the transactions you want to push, then click Ready to Sync in the top corner.

Select action column Selecting transactions to sync Ready to Sync button
7
Review and confirm the sync
Double-check before pushing to QuickBooks

A confirmation screen will appear showing all selected transactions. Ensure all details are correct, then click Sync to push them to QuickBooks.

Sync confirmation screen
8
Check your synced transactions under "Completed"
Sync confirmed ✓

Successfully synced transactions move to the Completed tab. You can cross-check these against your QuickBooks journal entries at any time. It's as simple as that.

Successful sync under Completed tab
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Auto-categorisation is coming

Swipey is working on AI-powered expense categorisation — once enabled, Swipey will remember where you usually push each merchant and pre-fill the category automatically. For now, you'll need to select it manually each time.

🎉 You're all set

QuickBooks integration is fully configured

Going forward, your routine is simple — whenever you want to reconcile, head to Accounting, assign your categories, select your transactions, and hit Sync.


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