Syncing to PMS / QuickBooks

Topkey acts as the central hub for your property management finances. Once transactions are coded and bills are approved, you push that data outward — to QuickBooks for accounting and to your PMS for operations. This page covers every sync path available in Topkey, from the Accounting Sync queue to work order creation from six different entry points.

Before You Sync: Chart of Accounts and Tracking Categories

Before pushing any data to QuickBooks, confirm that your GL codes and tracking categories are mapped correctly. Transactions without a valid GL code mapping cannot sync and will surface an error in the queue.

Chart of Accounts

Navigate to Settings → Accounting → Chart of Accounts to review the accounts imported from your connected accounting system. Each account in the list can be activated or deactivated. Only active accounts are available when coding transactions and assigning properties.

If an account is missing or showing a "Missing GL Code" error in the sync queue, return here to confirm the relevant account is active and properly mapped to a Topkey GL code.

Tracking Categories

Navigate to Settings → Accounting → Tracking Categories to manage the categorization options that appear when coding transactions and assigning properties.

This page shows a list of tracking categories pulled from your connected accounting system. Each category has an active/inactive toggle. Only active categories appear as options when coding transactions and assigning properties. Changes you make here affect only what Topkey displays — they have no effect on your accounting system itself.

Tracking categories are supported across multiple accounting systems. The terminology varies by platform:

Topkey pulls categories from whichever accounting system is currently connected. If you switch systems, the list updates accordingly.

Why this matters: A property management company might have 50 QuickBooks classes but only actively manage 20 properties in Topkey. Deactivating the other 30 classes keeps the transaction categorization list focused and reduces the chance of a team member selecting the wrong category.

GL Code Rules

Navigate to Settings → Accounting → GL Code Rules to create rules that automatically assign a specific GL code whenever a transaction matches a particular property and expense category combination. For example, you can configure a rule so that any cleaning supply purchase at a specific property is automatically assigned the correct GL code — eliminating the need for manual coding on routine transactions.

GL Code Groups

Navigate to Settings → Accounting → GL Code Groups to create groups that restrict which GL codes specific cardholders, users, roles, or property groups can select. This ensures that the right people are coding transactions to the right accounts, reducing miscoding across your team.

Automating Receipt and Bill Matching via Gmail

Before diving into the sync queues, you can reduce manual data entry upstream by connecting Topkey to Gmail.

Navigate to Settings → Mail Integrations → Gmail to connect one or more Gmail mailboxes. Once connected, Topkey automatically scans watched users' inboxes for receipts and bill-related emails, extracts the relevant details, and matches them to existing transactions or bills — without requiring manual upload.

Managing Watched Users

On the Gmail integration page, you'll see a list of watched users — the mailboxes Topkey is currently scanning. You can:

• Enable or disable individual mailboxes using the toggle next to each user
• Enable or disable all mailboxes at once using the bulk toggle
• Trigger a manual sync for all active watched users, or sync a single user's mailbox individually, using the Sync controls on the page

Gmail Filter Rules

Create filter rules to control which emails Topkey processes. Rules can include or exclude emails based on sender address, subject line, or domain. For example, you can exclude emails from a specific vendor whose invoices you always enter manually, or restrict scanning to emails from known supplier domains only.

Syncing Card Transactions to QuickBooks

The Accounting Sync queue is where you manually push coded card transactions to QuickBooks. Transactions do not sync automatically — each push requires a deliberate action from your team.

Navigate to Accounting → Transactions to open the sync queue.

Each row in the queue shows the transaction details alongside the assigned accounting category and current sync status. Sync statuses you may see include:

• Ready to Sync — the transaction is coded and ready to be pushed
• Synced — the transaction has been successfully pushed to QuickBooks
• Error — the push failed; an error badge appears on the row
• Skipped — the transaction was intentionally excluded from syncing

Bulk Sync

1. Select the transactions you want to push by checking the boxes on the left side of each row.
2. Click Sync to QuickBooks in the toolbar that appears.
3. Topkey pushes all selected transactions to QuickBooks in one batch.

Individual Sync

1. Open a transaction by clicking its row.
2. Click Sync to push that single transaction immediately.

Resolving Sync Errors

If a transaction fails to sync, an error badge appears on the row. Click the badge to view the error detail returned from QuickBooks. Common causes include:

• A missing or unmapped GL code
• An invalid or inactive account category in QuickBooks
• A vendor name that doesn't match any supplier in QuickBooks

Correct the underlying issue (for example, activate the account in Chart of Accounts or update the GL code mapping), then re-submit the transaction.

Syncing Bills to QuickBooks

Bills must also be pushed to QuickBooks manually — they do not sync automatically when approved or paid.

You can push bills from either of two places:

• Bill Pay → Bills — your primary bill management view
• Accounting → Bills — the accounting-focused view of the same bills

Requirements Before Syncing

A bill must be in Approved or Paid status before it can be pushed to QuickBooks.

How to Sync Bills

1. Navigate to Bill Pay → Bills or Accounting → Bills.
2. Select one or more bills using the checkboxes on each row.
3. Click Sync to QuickBooks in the toolbar.

Topkey pushes each selected bill to QuickBooks as a vendor bill, matching it to the corresponding supplier by name or QuickBooks supplier ID.

Once a bill syncs successfully, it displays a QuickBooks reference number and the date it was synced.

Syncing Reservations and Owner Charges

Reservation-based income — owner charges tied to guest stays — is synced from the Accounting Sync Reservations view.

Navigate to Accounting → Reservations (or Accounting Sync → Reservations) to see all reservations that are ready to sync.

Each row shows the reservation ID, source channel, property, guest name, stay dates, expected amount, reservation status, assigned accounting category, and sync status. Reservations showing Ready to Sync in the Sync Status column are ready to be pushed.

Mapping Income Accounts

Before syncing, confirm that each reservation item is mapped to a QuickBooks income account. You can assign or update the accounting category directly from the reservation row or by opening the reservation detail view.

Syncing Reservations

1. Use the date range filter to focus on the period you want to close — for example, last month's confirmed stays.
2. Select the reservations you want to push using the checkboxes.
3. Click Sync to QuickBooks.

Topkey creates the corresponding journal entry or invoice in QuickBooks for each selected reservation.

Pushing Work Orders to Your PMS

Topkey supports creating and pushing work orders to your PMS from six different entry points across the product. Each entry point serves a different workflow — use whichever fits the context of the work you're capturing.

1. From the Transactions Page

Navigate to Accounting → Transactions (or the main Transactions view).

• A Create Work Order button appears on each transaction row and on individual split rows. Click it to open the work order creation form pre-populated with that transaction's details.
• To create work orders for multiple transactions at once, select several rows using the checkboxes, then choose Create Work Orders from the bulk actions toolbar. This opens a bulk-create form where you can review and adjust each work order before pushing them all to the PMS in one step.
• An Attach button on each row lets you link a transaction to an existing work order already in the system, rather than creating a new one.

2. From the Bills Page

Navigate to Bill Pay → Bills.

• A Create Work Order button appears on each bill row and on individual bill line items. Click it to open the work order form for that bill.
• Select multiple bills and choose Create Work Orders from the bulk actions toolbar to open the bulk-create form.
• An Attach option lets you associate a bill line item with an existing work order.

3. From the Reimbursements / Expenses Page

Navigate to Reimbursements → Expenses.

• A Create Work Order button appears on each approved expense row.
• Select multiple expenses and choose Create Work Orders from the bulk actions toolbar to push them all to the PMS in one step.

This is the primary path for converting employee-submitted expense reports into maintenance tasks or expense records in your PMS. Use this entry point when your operations team submits out-of-pocket expenses that need to be reflected as PMS tasks.

4. From Inventory Charges

Navigate to Inventory → Reports → Charges and switch to flat (ungrouped) view.

• Each checkout line shows a Create work order button and an Attach to work order button.
• Select multiple checkout lines using the checkboxes and use the toolbar to create or attach them to work orders in bulk.

5. From the Work Orders Module

Navigate to Work Orders & Tasks.

• Click New Work Order in the page header to create a work order from scratch — not linked to a specific transaction or bill — and push it directly to the PMS. Use this when a task arises that isn't tied to a card spend or a bill.
• To push existing draft work orders that were saved internally (for example, work orders created by a recurring schedule or a previous failed push), select one or more work orders from the list using the checkboxes, then choose Send to PMS from the bulk actions toolbar.

The Send to PMS bulk action opens a review screen where you can confirm the export mode, inspect each selected work order, and review any validation errors surfaced inline. After confirming, Topkey queues all selected work orders for sync and shows a confirmation message.

6. From Recurring Work Order Schedules

Navigate to Work Orders & Tasks → Recurring Schedules.

You can configure rules that automatically create work orders on a repeating schedule — weekly pool maintenance, monthly HVAC inspections, and similar recurring tasks. Work orders generated by a recurring schedule are pushed to the PMS automatically without any manual action required.

To create a new recurring schedule, click New Recurring Schedule and define the frequency, property, work order template, and any other required fields.

Status Updates Flowing Back from the PMS

Once a work order is pushed to the PMS, status changes made in the PMS — such as a task moving to In Progress or Completed — are reflected back in Topkey automatically. You don't need to update Topkey manually when field staff complete tasks in the PMS.

This two-way sync means your operations team can continue working in the PMS as usual while your finance and reporting data in Topkey stays current.

Frequently Asked Questions

Do transactions and bills sync to QuickBooks automatically when they're approved?

No. Both card transactions and bills require a manual push. Approving or paying a bill does not trigger a sync. You must go to Accounting → Transactions or Accounting → Bills, select the records you want to push, and click Sync to QuickBooks.

A transaction is showing a sync error. What should I check first?

Click the error badge on the transaction row to see the specific error message from QuickBooks. The most common causes are a missing GL code, an inactive account in your Chart of Accounts, or a vendor name mismatch. Fix the underlying issue in Settings → Accounting → Chart of Accounts or on the transaction itself, then re-sync.

I created a work order but it didn't push to the PMS. How do I re-send it?

Navigate to Work Orders & Tasks, find the work order (it will be in Draft or Error status), select it using the checkbox, and choose Send to PMS from the bulk actions toolbar. Review the confirmation screen and submit to re-queue it for sync.

Can I control which GL codes my team members can select when coding transactions?

Yes. Navigate to Settings → Accounting → GL Code Groups to create groups that restrict GL code options by cardholder, user, role, or property group. This ensures each team member only sees the codes relevant to their responsibilities.

Questions about syncing or integration setup? Contact Support.