Custom QuickBooks Export

This page is for users who want to fully customize their QuickBooks Desktop export from Expensify. For more basic needs, please visit our basic QuickBooks Desktop export page.

Important Notes

  • Custom QuickBooks Desktop export will require purchasing the Transaction Pro Importer software from Baystate Consulting. This software is created by a separate company from Expensify and is available for a one-time cost of $199.95.
  • This method creates a 2-way connection in which accounts that exist in Expensify can be created in QuickBooks Desktop.
  • This method allows full customization of the way information captured in Expensify will appear in QuickBooks Desktop.
  • This method is available for both QuickBooks Online and QuickBooks Desktop.

Do you need custom QuickBooks export?

Many companies will not need custom QuickBooks export. You will want to use this if Expensify’s traditional QuickBooks export does not fit your company’s needs. Some example scenarios in which you may need the custom export option:

  • You want to export as something other than a check, bill, credit card charge, or general journal entry.
  • You need to map the merchant name of expenses in Expensify to vendors in QuickBooks.
  • You need to capture class and customer/job at the expense line-item level. This will also require enabling multi-level tagging.
  • You want to export as items instead of expenses.
  • Any other customization that Expensify’s traditional export method doesn’t handle.

Setting up custom QuickBooks export

After installing the Transaction Pro Importer software and setting up multi-level tagging (if needed), you will set up your export format by going to Admin > Policies > [Policy Name] > Export Formats. This option is available on Corporate policies only. Your export format will be based on the type of QuickBooks import you will be doing (bill, check, credit card charge, etc.). The Transaction Pro Importer software will tell you what the required and optional fields are for each import type.

Transaction Pro Export Format.png

Using custom QuickBooks export

You will first export the desired expense reports to a spreadsheet file in the format that you created. To do this, choose the reports on the Reports page, click the “Export to…” button, and choose your export format.

Then, import the file into QuickBooks using Transaction Pro Importer.

That’s it! You can find a video tutorial of importing into Transaction Pro importer on this page. Please email help@expensify.com with any questions.

Still need help?

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