Connecting to QuickBooks Online

Zena can integrate with QuickBooks Online to easily track each transaction and repayment to and from Zena. Connecting Zena to your QuickBooks Online account will allow you and your bookkeeping team to close the books quickly at the end of the month, showing all transactions, balances, and repayments.

When you use your Zena Card, transactions will automatically flow into your QuickBooks Online account.

Connecting to Zena to the QuickBooks Bank feed

Watch a short video of these steps, or send this document to your Bookkeeper.

Before getting started, ensure you are logged into Zena and navigate to your QuickBooks integration page.

1. While keeping your Zena account open, open another tab to log in to your QuickBooks account.
2. Go to the Bank Feed page in QuickBooks.
3. Click Link Account or Connect Account if you have a new QuickBooks account.
4. Type “Zena” in the search bar.
5. Click on the Zena result.
6. Sign in to your Zena account using the phone number associated with your Zena account.

7. Choose the Zena account you want added to QuickBooks.
   • This is the Zena account, not your individual Zena cards. If you’re a bookkeeper who services multiple Zena customers, you’ll want to make sure you’re adding the right Zena account.

8. Be sure the account is added as a new Credit Card account. This is to ensure Zena transactions show up as credit card transactions.
9. Click Connect.

Your Zena transactions will now appear automatically in your QuickBooks bank feed.

The next steps will include QuickBooks adding all transactions and payments to your QuickBooks account. Press Continue until all screens have finished and you've landed on the Transactions page. If you already have transactions with Zena, you'll notice those now appear.

Allow Zena to Sync to QuickBooks

1. Login to Zena and navigate to our QuickBooks integration.
2. If you've already completed the steps above to connect Zena to your bank feed, you can skip to step 2.
3. Continue to connect to QuickBooks and follow the instructions in the app to allow Zena to sync data into QuickBooks.
4. Pair Zena with the Bank Feed account you previously created.

Activate the QuickBooks Integration

Finally, activate your QuickBooks integration by double-checking the settings and selecting whether you'd like to require accounting categories on all synced transactions.

Map Zena Categories to QuickBooks Account Tags

Accounting tags are how an accountant groups all transactions into the right accounting category within QuickBooks. These are the “Expense Categories” on the General Ledger. Every transaction must have an accounting tag attached to it in order to be categorized.

Manually Adding Accounting Tags to Transactions

Once you've set Zena up to sync to your QuickBooks account, you can manually add accounting tags to any transaction.

1. Navigate to the transaction you'd like to add an accounting tag to
2. Edit the transaction by clicking on it to open the right-side menu
3. Add your accounting tag as shown below:

Automate Accounting Tags to Transactions

You can automate accounting tags to be added to certain transactions.

1. Navigate to the QuickBooks integration settings and select to turn on tagging automation.

2. Begin by selecting your Zena project tags next to the corresponding accounting tag from QuickBooks. Changes will automatically be saved as you make them.

Information Pulled into QuickBooks

You'll notice some information is pulled in from Zena to QuickBooks, including:

• Transaction date
• Merchant name
• Transaction amount
• Transaction description
• Receipts
• Memos
• Accounting tag
• Project name
• PO Code

Duplicates in QuickBooks

As you use your Zena Card, you will not see any duplicates between your bank account and your transactions. At the end of each day, we will calculate the total spent on your Zena Card and deduct it from your connected business checking account.

You'll only see one line item in QuickBooks for each transaction and a bulk deduction from Zena for those purchases.