If your company is using QuickBooks Online for payroll and accounting, this procedure will help you sync Aspire to QuickBooks Online. This will make sure that Quickbooks Online is updated with the transactions that take place in Aspire.

⚠️ Without successfully syncing, QuickBooks may not be up-to-date and/or users may be duplicating work.

Table of Contents

Setup QuickBooks Online for Sync


  • Add the following accounts to your Chart of Accounts in Quickbooks Online

    • Checking Account (Account Type - Bank Account)

    • Accounts Receivable (Account Type - Accounts Receivable)

    • Accounts Payable (Account Type – Accounts Payable)

    • Inventory Holding (Account Type – Other Current Asset) - Parent Account

      • Inventory Holding – Materials

        • (Account Type - Other Current Asset) Sub Acct

      • Inventory Holding – Equipment (Account Type - Other Current Asset) Sub Acct

      • Inventory Holding – Sub Contractor (Account Type – Other Current Asset) Sub Acct

      • Inventory Holding – Other (Account Type – Other Current Asset) Sub Acct

For clients in the SAAS environment: You will need to add additional accounts in your Chart of Accounts. These do not need to be added for the sync, but will need to be added before using Aspire.

  • Earned Revenue greater than Invoiced (Account Type – Other Asset)

  • Invoiced Revenue greater than Earned (Account Type – Other Current Liability)


If you accrue Payroll, you will need to add the accounts below.

Accrued Payroll Holding Account (Account Type – Other Current Liability)

Accrued Payroll Holding Burden Account (Account Type - Other Current Liability)


  • Set up a customer called "Aspire System"

  • Clean up the vendor list and inactivate any vendors that you do not use. All of the active vendors will go to Aspire, so you want to be sure the vendors are all currently used and active vendors. Aspire will pull the vendor from QuickBooks at the Company Name field first and if that field is blank, it will look at Vendor Name

Preparing for Sync Meeting

During the Implementation process, you should have an accounting system sync meeting. If, for whatever reason, this meeting was not had, please contact AspireCare.

  • You will need to be sure the QuickBooks you are logged into for the sync has been logged into as the Admin log in.

  • You will be the presenter for this meeting & will need to show QuickBooks & Aspire on your computer.

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