Alcove now offers the ability to sync your Orders to QuickBooks and generate a Bill, making it easier than ever to manage your project expenses. Once in QuickBooks, these Bills can be matched against your bank or credit card transactions for accurate and efficient reconciliation.
⚠️ Beta Notice: This feature is currently in beta. We welcome your feedback to improve functionality and address any issues you encounter.
✅ Prerequisites
Before getting started, make sure:
You have a QuickBooks Plus (or higher) subscription.
Bill Payments and Inventory Tracking features are enabled in QuickBooks.
These features allow you to:
Track products and cost of goods.
Get alerts when inventory is low.
Manage vendors and create purchase orders.
Reconcile expenses accurately.
🔗 Connecting Alcove to QuickBooks
In Alcove, navigate to Accounts > Connected Accounts.
Under the QuickBooks Integration card, click Manage.
You'll see mapping options for Alcove and QuickBooks accounts. These must be configured before syncing orders.
⚙️ Mapping Your Chart of Accounts
To sync Alcove Orders and generate a bill in QuickBooks, map the following three sections:
1. Default Expense Account
Under Set Up Your Account, choose a default Expense Account from your QuickBooks Chart of Accounts.
This is where bill costs will be recorded.
2. Default Payables Account
Select your default Accounts Payable account from the dropdown list.
This is the account QuickBooks uses to track amounts you owe to vendors.
3. Payment Types
Map Alcove Payment Types to corresponding QuickBooks Outbound Payment Types.
Only outbound payments (to vendors) need to be mapped.
🧾 How Alcove Orders Sync with QuickBooks Bills
Alcove Orders feature a unique Invoice Summary section separate from the Purchase Order.
In the Invoice Summary, enter the exact amount your vendor invoiced for that order.
When the order is synced to QuickBooks, this amount will be used to generate the bill.
This ensures the bill matches your actual bank or credit card expense, enabling accurate reconciliation.
📝 Final Notes
Once your accounts are mapped and setup is complete, you can begin syncing orders directly from Alcove.
Synced Bills will appear in QuickBooks, ready to be matched with actual payments.
If you run into any issues or have suggestions, we’d love to hear from you! Your feedback helps us refine and improve the feature.