If your business is connected to QuickBooks Online (QBO), you can now add a QBO Doc Number to Card Transactions, Bill Pay bills, and Reimbursement reports in Float. When these records are exported to QBO, the Doc Number you defined in Float will populate directly in QBO, making it easy to locate, match, and reconcile records across both platforms.
For best practices on reconciling your accounts at month-end, see: Best Practices Guide for Month-End Reconciliation using QuickBooks Online (QBO)
Guide Overview
What are QBO Document Numbers?
How to Add a QBO Doc Number in Float
- How to Add a QBO Doc Number to Card Transactions
- How to Add a QBO Doc Number to Bill Pay Bills
- How to Add a QBO Doc Number to Reimbursement Reports
How to Use Document Numbers to Match Transactions in QBO
What are QBO Document Numbers?
A QBO Doc Number is an optional reference number that you can assign to records in Float, including card transactions, bills, and reimbursement reports. When a record is exported to QBO, the Doc Number you defined in Float will appear as the document number on the corresponding record in QBO (Journal Entry or Bill), giving you a consistent reference point across both platforms.
This is particularly useful for:
- Quickly locating a specific transaction in QBO after exporting from Float
- Matching Float records to QBO records during month-end reconciliation
- Maintaining consistent numbering between your Float and QBO workflows
Who Can Add a QBO Doc Number in Float?
| Record Type | Who Can Add a Doc Number |
| Card Transactions | Administrator, Bookkeeper |
| Bill Pay Bills | Administrator, Bookkeeper, AP Clerk |
| Reimbursement Reports | Administrator, Bookkeeper |
How to Add a QBO Doc Number in Float
How to Add a QBO Doc Number to Card Transactions:
QBO Doc Numbers for card transactions can be added from the Transaction Export page.
To do so:
- Navigate to Accounting > Transaction Export
- Locate and select the transaction you want to add a Doc Number to
- Add the desired reference number in the "QBO Doc Number" field
How to Add a QBO Doc Number to Bill Pay Bills:
For Bill Pay bills, there is no separate QBO Doc Number field. Instead, the Invoice Number field that is required when creating a new Draft bill in Float is used to match records between Float and QBO. When a bill is exported to QBO, the Invoice Number defined in Float will populate on the corresponding Bill record in QBO.
For more information on creating bills in Float, see: Uploading, Email Forwarding, and Importing Bills to Float
How to Add a QBO Doc Number to Reimbursement Reports:
QBO Doc Numbers for reimbursement reports are added after the report has been approved from the Reimbursements page. They cannot be added or configured by the Spender when submitting the reimbursement request.
To do so:
- Navigate to Reimbursements > Needs Review
- Locate and select the approved report you want to add a Doc Number to
- Add the desired reference number in the "QBO Doc Number" field beside the "Employee ID" field
How to Use Document Numbers to Match Transactions in QBO
Once a record has been exported from Float to QBO, the Doc Number you defined in Float will populate on the corresponding record in QBO. You can use this to quickly locate and match records across both platforms.
Tip: Using a consistent numbering convention in Float (for example, matching your internal invoice numbers or report IDs) makes it even easier to cross-reference records at month-end.
The location and corresponding field in QBO for Documentation Numbers depend on the record type:
-
Journal Entry (Card Transactions):
- The Doc Number defined on the transaction details in Float will match to the Journal no. field in the corresponding Journal Entry in QBO
-
Bills (Bill Pay Bills and Reimbursement Reports):
- The Invoice Number defined on the Bill / Reimbursement report in Float will match to the Invoice no. field in the corresponding Bill in QBO