Why Does Someone's Name Show on FlexBooks Entries in QuickBooks?

If you open the QuickBooks audit log or a transaction's history and see a person's name on the sales FlexBooks synced, that person didn't type them in. FlexBooks did, under their QuickBooks login.

Why you see that name

To connect FlexBooks, someone signs in to QuickBooks and approves the connection. QuickBooks then records everything FlexBooks creates under that person's name.

So the name you see belongs to whoever connected FlexBooks to QuickBooks. FlexBooks makes the same entries under any login.

How to show a "FlexBooks" name instead

You can add a QuickBooks user just for FlexBooks and reconnect under that user. From then on, anyone reading the audit log can tell the synced entries from the ones your team entered by hand.

You will need one spare user on your QuickBooks plan, and someone with the Company Admin role in QuickBooks to add it.

1. Sign in to QuickBooks and click the gear icon, then Manage users, then Add user.
2. Name the new user FlexBooks, give it an email address your company controls, and choose the role Company Admin.
3. Open the invitation from that inbox, accept it and create the login.
4. During your workday, not overnight, sign in to FlexBooks, open Settings and click Disconnect QuickBooks.
5. Right away, click Connect QuickBooks and sign in as the new FlexBooks user.
6. If you see a list of companies, choose this business. FlexBooks sends your sales to whichever company you pick, so this step matters most for accountants who manage many companies.
7. The next morning, check the audit log to see that the new entries show FlexBooks.

Your workday is the right time because FlexBooks syncs overnight, and you want the connection back in place before it runs.

What stays the same

Entries already in QuickBooks keep the name they have, and only new entries show FlexBooks.

If you would like a hand or the new name doesn't appear, email us and we will take a look.