Guides

Capital On Tap QuickBooks Integration: Full Setup Guide (2026)

By Afshin · 28 July 2026 · 4 min read

Capital On Tap has a native integration with QuickBooks Online (QBO) that automatically syncs your card transactions — including all additional cardholder spend — into your QuickBooks account. Setup takes around five minutes and requires no third-party apps.

Step-by-Step Setup

1. Log in to app.capitalontap.com. 2. Go to Settings → Integrations → QuickBooks Online. 3. Click 'Connect to QuickBooks' — you'll be redirected to QuickBooks to authorise the connection. 4. Log in with your QuickBooks credentials and grant Capital On Tap read/write access. 5. Back in Capital On Tap, select which QuickBooks account to map your card transactions to — choose a Credit Card account type, not a bank account.

Once connected, Capital On Tap will push transactions to QuickBooks daily. Transactions typically appear in QuickBooks within 24 hours of posting on your Capital On Tap statement.

Mapping Transactions Correctly in QuickBooks

When setting up the integration, Capital On Tap will ask you to select or create a credit card account in QuickBooks. This should be set up as a Credit Card liability account in your Chart of Accounts — not a bank account. Getting this wrong is the most common setup mistake and causes incorrect balance sheet entries.

Set the account name to something clear like 'Capital On Tap Business Card' so it's immediately identifiable when your accountant reviews the accounts.

Troubleshooting: Transactions Not Syncing

If transactions stop appearing in QuickBooks, first check that the integration is still connected under Settings → Integrations. QuickBooks tokens expire periodically and may need re-authorisation. Click 'Reconnect' and authorise again.

Also check that your QuickBooks subscription is active — an expired QBO subscription breaks the connection. If you've recently changed your QuickBooks login email, you'll need to disconnect and reconnect the integration.

Monthly Reconciliation Tips

At month-end, download your Capital On Tap statement PDF and reconcile it against the QuickBooks credit card register. Any transactions showing in Capital On Tap but not in QuickBooks have likely fallen through due to a sync error — add them manually and flag to reconnect the integration.

When your Capital On Tap direct debit hits your bank account, record a transfer from your bank account to the Capital On Tap credit card account in QuickBooks — this clears the balance correctly.