Duplicate detection
File, exact and fuzzy checks before a bill is created.
QuickBooks
Controlled invoice capture, coding and approval in front of QuickBooks.
Stream adds AI capture, duplicate detection, approval workflow and audit history in front of QuickBooks Online, then creates bills with the right accounts, classes and locations.
AP, Expense and ProcurementMaster-data validationVisible error resolution
What synchronizes
How Stream and QuickBooks exchange data
Master data flows in so every invoice, expense and purchase order is validated before it posts. Approved transactions flow out with attachments, approval status and posting results.
Inbound from QuickBooks
- Companies
- Each QuickBooks company maps to a Stream entity.
- Vendors
- Vendor records and terms.
- Chart of accounts
- Accounts Stream predicts against.
- Classes and locations
- Applied at header or line.
- Purchase orders
- Where used, for matching.
- Payment status
- Bill balance and payments flow back.
Outbound to QuickBooks
- Bills
- Approved invoices become bills with account, class and location lines.
- Attachments
- Source PDF attached to the bill.
- Approval status
- Approver and timestamp in the memo and audit history.
- Posting
- Bills created on final approval.
- Bill balance
- Flows back to Stream.
Capabilities
What the QuickBooks integration handles
Sync direction, frequency and posting policy are agreed during discovery and can differ by entity.
Approval workflow
Amount, department and role-based routing that QuickBooks itself does not provide.
Audit history
Complete invoice, approval and change history.
Multi-company
Several QuickBooks companies from one Stream instance.
Expense posting
Approved expense reports post as bills or journals.
Integration error handling
QuickBooks validation errors surfaced and retried.
Error handling
When the ERP says no, AP fixes it in Stream
Every posting attempt is logged. A rejected posting shows the ERP's own message, is assigned to an owner, corrected in Stream and retried. Nothing is re-keyed in the ERP and the trail is preserved.
Integration retries and visible resolution
- Automatic retries for transient conditions such as a period that has just closed
- Business errors (blocked dimension, missing vendor, invalid combination) assigned to a named owner
- Fix in Stream, retry, and see the ERP document number come back
- Integration status on every invoice and on the dashboard
Implementation
Implementing Stream with QuickBooks
Discovery confirms records, fields, direction of sync, validation, posting policy and exception ownership before configuration begins. The 45-day go-live guarantee applies to a scoped implementation.
1Discover records
2Map fields & dimensions
3Define controls
4Build & secure
5Validate scenarios
6Go live & monitor
Questions
QuickBooks integration FAQs
QuickBooks Online or Desktop?
QuickBooks Online is supported through the Intuit API. Desktop environments are scoped during discovery.
Next step
Evaluate Stream with QuickBooks
Bring your entity structure, dimension model, PO mix and posting policy. We will walk through the integration design and show it on a representative invoice.