Help & Documentation

Creating an Account

Register at the sign-up page with your email address and a password. After registration, you'll receive a verification email — you must verify your address before you can access the app. Check your spam folder if the email doesn't arrive within a few minutes.

Connecting Entities

Open the user menu in the top-right and click Connections (visible to owners and admins). On the Connections page, click + New Entity — a dialog appears with the Intuit-approved Connect to QuickBooks button. Click it to be redirected to Intuit and authorize DueToFrom to access your QuickBooks Online company. You need at least two connected entities to create an intercompany pair.

Each entity supports three actions:

• Disconnect — Revokes the OAuth token but preserves all existing data and matches. Use this when you need to temporarily remove access without losing history.
• Reconnect — Re-authorizes OAuth for an entity whose connection has expired or been disconnected.
• Delete — Permanently removes the entity. Only available when no IC pairs reference it.

On the Firm plan, the Connections page shows a tab row of your client groups across the top. Pick a group, then connect QuickBooks companies into it — entities are scoped to the group they're connected from. The user-menu group switcher and the tab row stay in sync. See Client Groups below.

Creating IC Pairs

After connecting at least two entities, open Home (the house icon in the top nav) and click + New Pair. Select two entities and map one intercompany account from each (e.g., Due To / Due From). Each pair tracks one account mapping. To reconcile additional IC accounts between the same entities, create another pair. The entity dropdowns are scoped to your active client group, so cross-group pairs aren't possible.

IC pairs can be reordered on Home by dragging the handle on the left edge of each card. The order you set persists for everyone in the org.

Sub-Accounts

Sub-accounts (e.g., Intercompany:Due To/From X) work correctly in balance verification and workpapers. You can select any account from the chart of accounts, including sub-accounts, when creating or editing a pair.

Setting a Cutoff Date

During pair creation, you'll set a cutoff date with balance verification. This tells DueToFrom to ignore transactions before that date — useful when starting reconciliation mid-stream. The cutoff date can only be changed by completing a new balance verification wizard in pair settings; it cannot simply be cleared.

If you're not sure what date to use, click the 🔍 Find Last Reconciled button next to the cutoff date input. DueToFrom scans the General Ledger of both entities for the last 2 years and lists every date where the two IC accounts naturally reconciled to zero. Click Use next to any candidate to pre-fill the date and verify the balances in one step. The same search is available on both the new pair wizard and the cutoff page in pair settings.

Home is the main page of DueToFrom — click the house icon in the top nav (or the DueToFrom logo) to get back to it from anywhere. It rolls everything you need to see at a glance into one screen.

Stats strip

Across the top: your current plan and entity usage, the count of connected entities, the number of intercompany pairs, total unmatched transactions across all pairs (in amber when there's work to do), and total queued journal entries waiting to be posted.

Filter bar

Above the pair list, filter by entity using the dropdown — pick any entity to show only pairs involving that company. The Unreconciled only checkbox hides pairs that are already balanced. Use Clear to reset.

Pair cards

Each pair gets one card. Click anywhere on the card body to jump into that pair's matching workspace. The card shows:

• Pair name + Cutoff date + Synced through date in the header row.
• Match / Unmatched / Pending counts on the right side of the header.
• Both entities with their mapped IC account, and the current account balance on each side in big mono numbers (negative balances shown in accounting parens). The status pill in the middle summarizes the pair as Balanced, N unmatched, or N pending.
• A green pulse dot on each entity confirms the connection is healthy.

Reordering and swapping sides

Owners and admins see two small controls on the left edge of every pair card: a drag handle for reordering the list (the new order persists for everyone in the org) and a ↔ swap button for flipping which entity shows on the left vs. right. Swap is safe to use any time — all matches and history are preserved, and the swap animates so you can see the change land.

Permissions

Bookkeepers and viewers only see the pairs they've been granted access to. Owners and admins see all pairs in the active client group.

Empty states

If you haven't connected any entities yet, Home shows the Getting Started guide with direct links to Connections and New Pair. Brand-new orgs also get a one-time onboarding modal walking through the four-step setup.

Transaction Types Synced

DueToFrom syncs the following 12 transaction types from QuickBooks Online:

• Journal Entry
• Bill
• Invoice
• Purchase (including credit card charges; Purchase with Credit=True shows as a Credit posting type)
• Sales Receipt
• Credit Memo
• Vendor Credit
• Deposit
• Transfer
• Bill Payment
• Payment (Receive Payment)
• Refund Receipt

Transaction descriptions display in Vendor/Customer — Memo format for easy identification. All amounts are formatted with commas (e.g., 1,234.56).

Refreshing Transactions

Click ↻ Refresh from QuickBooks to re-sync all transactions for the pair from QuickBooks Online. To re-fetch a single transaction, click the ↻ icon on that transaction row. This pulls the latest data from QuickBooks Online without any in-app editing — if you need to correct a transaction, edit it in QuickBooks Online and then refresh it here.

Just above the Refresh button you'll see a "Last refreshed" timestamp ("just now", "2 minutes ago", "yesterday", etc.) so you can tell at a glance how stale the data is. Hover the timestamp to see the exact time. The label updates in place after every refresh and ticks every 30 seconds while you're on the page.

DueToFrom uses paginated QuickBooks Online queries, so there is no limit on the number of transactions fetched — all results are retrieved regardless of volume.

Reconciliation Header

The top of the matching screen shows two side-by-side entity balance cards, each displaying the current IC account balance. A difference badge between the cards highlights the net discrepancy at a glance.

Closed-Period Edit Detection

If a transaction dated on or before the cutoff date is added, edited, or deleted in QuickBooks Online after the pair was last reconciled, DueToFrom flags it on the matching screen as "Account edited in closed period" instead of a generic "unexplained difference." The warning links you to the pair settings so you can move the cutoff date back to the last reconciled period and re-reconcile forward.

Auto-Match

Click the Auto-Match button to run the auto-match algorithm. Auto-match does not run automatically on refresh — it only runs when you explicitly trigger it. DueToFrom matches based on:

• Exact amount (within a penny)
• Opposite posting types (one Debit, one Credit)
• Same transaction date

Manual Match

Click any transaction to select it. Select one or more on the left (Entity A) and one or more on the right (Entity B). When the selected amounts balance, the green Match Selected button appears in the floating action bar at the bottom. This supports many-to-many matching — for example, one large payment matching several smaller invoices.

Create a Journal Entry from a single transaction

If a transaction has no counterpart on the other side and needs a correcting entry, you have two ways to create one:

• Click the orange +JE button on the transaction row.
• Click the row to select it (with nothing selected on the other side), then click Create Journal Entry in the floating bar at the bottom.

Either path queues the transaction for journal entry processing on the Journal Entries tab.

All → JE (Batch Queue)

Click the All → JE button above either entity's unmatched list to queue all currently unmatched transactions on that side for journal entry processing at once. This is useful when a large number of transactions need JEs and you want to process them in bulk rather than one at a time.

Unmatching

Made a mistake? Open the Confirmed Matches section and click Unmatch on any match to return both transactions to the unmatched list. Use Unmatch All to clear all matches at once. Only users with owner, admin, or bookkeeper roles can unmatch.

Filtering

Use the filter bar above unmatched transactions to narrow by date range, amount range, or description keywords. Filters apply instantly without reloading.

Daily auto-refresh syncs every active IC pair from QuickBooks Online once a day, even when nobody is logged into DueToFrom. When you walk in the next morning, your matching screens already reflect overnight QuickBooks Online activity and any closed-period edits are already flagged.

Turning it off

Auto-refresh is on by default — most firms want their books up-to-date without thinking about it. Org owners who prefer manual syncs only can turn it off from Settings → Organization → Daily Auto-Refresh. The setting applies to your whole organization — every active pair is refreshed (or skipped) together.

What it does (and doesn't) do

• Pulls fresh General Ledger data from QuickBooks Online for both entities of every active pair, exactly the same way the manual ↻ Refresh from QuickBooks button does.
• Updates the IC account balances and the "Last refreshed" timestamp on the matching screen.
• Lets the closed-period edit detector flag any pre-cutoff edits made overnight.
• Does NOT run auto-match. Auto-match is strictly user-initiated — you still review and click the Auto-Match button yourself.
• Does NOT push journal entries. Pending JEs always wait for a human to click Post.

When it runs and what you'll see

The job runs once a day (server time, configurable per deployment — defaults to 03:00). Each org's run is logged to the audit trail with action auto_sync so you can see exactly what synced, when, and whether anything failed. The Settings page also shows a "Last auto-refresh" timestamp under the toggle.

Tokens and connection health

QuickBooks Online refresh tokens last 100 days. With auto-refresh on, that token is silently renewed every night so you should never need to manually reconnect entities again — unless someone revokes access in QuickBooks. If an entity fails to sync (for example, the user revoked access), the failure is logged in the audit trail and the next night's run will try again.

The email digest is a branded summary email from DueToFrom that lists every IC pair currently sitting on unmatched transactions or pending journal entries. It's the simplest way to know whether you need to log in today.

Turning it on

Email digests are off by default. Each user opts in for themselves under Settings → Notification Preferences — toggle Email Notifications on and pick a frequency:

• Daily — receive a digest every morning
• Weekly — receive a digest only on Mondays

Empty digests are skipped, so you'll never receive an email when there's nothing to act on.

What's in it

Each digest shows:

• The total count of unmatched transactions across all your pairs
• One card per pair with unmatched activity, including the entity names, count, and dollar total
• Pending journal entry counts per pair
• Direct links to the matching screen for each pair and to the dashboard

Previewing the digest

You can preview your current digest at any time by visiting /api/notifications/digest in your browser while signed in — this renders the same HTML the scheduler would email you, but does not send anything.

When it runs

The digest job runs once a day (server time, defaults to 04:00 — an hour after auto-refresh so the data is fresh). Each successful send is recorded in the audit trail with action email_digest_sent.

Queuing JEs

For unmatched transactions that need a correcting entry, click the orange +JE button next to the transaction (or select the transaction and click Create Journal Entry in the floating bar). This queues it for journal entry processing on the Journal Entries tab. To queue all unmatched transactions on one side at once, use the All → JE button at the top of that entity's list.

Pushing to QuickBooks Online

Review pending journal entries, select an offset account, and push them directly to QuickBooks Online. DueToFrom tracks which JEs have been pushed and their QuickBooks Online reference IDs. When posting multiple JEs in a batch, a Cancel button is available to stop the batch mid-process if needed — JEs already posted will remain in QuickBooks Online.

Offset Accounts

When creating a JE, you'll need to select an offset account from the entity's chart of accounts. This is typically an intercompany clearing account or the corresponding IC account on the other side.

Generating Workpapers

Open any pair from Home and click the Workpaper tab in the pair workspace. Workpapers display the GL detail for each IC account, including:

• Beginning balance — balance as of the cutoff date
• Activity detail — each transaction with date, description, and amount
• Ending balance — current reconciled balance

The workpaper correctly handles -Split- values in QuickBooks Online and multi-line journal entries.

Exporting

Workpapers open in a new browser tab optimized for printing. Use your browser's Print function (Ctrl/Cmd+P) to save as PDF.

Client groups let firms organize entities into siloed workspaces — one per client — inside a single DueToFrom organization. They're available on the Firm and Enterprise plans.

How they work

Every entity belongs to exactly one client group, and IC pairs only link entities within the same group. Switching the active group rescopes the entire app — Home, Connections, the pair-create dropdowns, and the entity counts on the stats strip all reflect the active group. Bookkeepers and viewers stay scoped to whatever group their pair access is in.

Switching groups

Two equivalent controls — they stay in sync:

• The Select group dropdown in the top nav (works from any page).
• The tab row across the top of the Connections page — handier when you're actively organizing entities.

Creating and managing groups

Click + New Group on the Connections tab row to spin up a new group inline — give it a name, hit Create & switch, and you'll land on the new group's empty Connections page ready to connect QuickBooks companies. To rename, archive, or set workpaper branding (firm logo) for a group, open /client-groups from the same page or address bar.

Moving entities between groups

Each entity card on Connections has a small Group: [dropdown] Move form. Pick the new group and click Move. The system protects your data: if any of the entity's pairs has a counterparty in a different group, the move is blocked with a clear error so you don't accidentally split a pair across groups. Move the counterparty first (or delete the pair) and try again.

Plan limits

Firm supports up to 25 client groups. Enterprise is unlimited. On non-Firm plans, every org has one implicit "default" group that holds all entities — the tab row, switcher, and group-management page are hidden, and you don't need to think about groups at all.

Inviting Users

Go to Team from the user menu. Owners and admins can invite new users by email. Each invitation includes a role assignment and a secure link that expires after 7 days.

Roles

• Owner — Full access, billing management, can delete pairs, access the super-admin panel (if granted)
• Admin — Create/manage pairs, invite users, view audit log, access the Connections page
• Bookkeeper — Sync, match, create JEs; can only see pairs they've been granted access to
• Viewer — Read-only access to pairs they've been granted access to

Pair-Level Access Control

Bookkeepers and viewers only see the IC pairs they've been explicitly granted access to. Owners and admins see all pairs automatically. Pair access is managed from the pair settings page.

Connections

The Connections link in the user menu (top-right) is only visible to users with the Owner or Admin role. It opens the page where you connect, disconnect, reconnect, and (on the Firm plan) move entities between client groups.