Export Expense Reports to QuickBooks Desktop

Important Notes

  • Expense reports are not automatically sent to QuickBooks Desktop. This process is initiated by the user as described below.
  • Make sure your connection to QuickBooks Desktop has been updated recently.
  • Only reports can be exported to QuickBooks Desktop, not individual expenses.
  • If reports contain both reimbursable and non-reimbursable expenses and you log them differently, export the same reports twice using different settings for reimbursable and non-reimbursable expenses. This is described in more detail below.

Preferred Exporter

You can now have multiple users connected to QuickBooks desktop, however only one person can be the report exporter. To ensure your categories and tags remain up to date, please have all connected users sync their connection frequently. We suggest at least once a week.

The Preferred Exporter is set in the Policy > Connections section

When deciding what to Export As…

  • Exporting reports as a check or credit card charge is used when an employee or vendor is being reimbursed with company money.
  • Exporting reports as a bill is used to signify that a report has been received but will be paid at a later time. This is usually associated with billable expenses which are going to be invoiced to another party.
  • Exporting as a general journal entry is used to associate the report as either a debit or credit.

If the export options detailed here don’t work for you, please visit our custom QuickBooks Desktop export page.

How to Export Reports from Expensify to QuickBooks Desktop

Step 1: Choose which report(s) to export

From the Reports page, select the reports you would like to export, click “Export To”, and choose “QuickBooks Desktop”.

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Step 2: Choose your QuickBooks company

If you have multiple QuickBooks Desktop companies connected to one Expensify account, use the dropdown menu to select which QuickBooks Desktop company to export to.

Troubleshooting tip: if your expenses aren’t exporting to QuickBooks Desktop, check that you are exporting to the correct company file.

Step 3: Export methods

There are four basic ways to export to QuickBooks Desktop: as a check, a bill, a credit card charge, or a general journal entry. This choice largely depends on your accounting practices and will influence some of the other options available later. See above for examples of when you might use each option.

Step 4: Reimbursable and non-reimbursable expenses

Choose whether to export only reimbursable expenses, only non-reimbursable expenses, or both.

Tip: If you classify reimbursable and non-reimbursable expenses differently in QuickBooks Desktop, you will want to export the same reports twice with different settings. First with only reimbursable expenses checked and then with only non-reimbursable expenses checked.

Step 5: Options based on export method

These options will change depending on whether you are exporting as a check, bill, credit card charge, or general journal entry.

Step 6: Individual expenses vs. single report item

Exporting each expense as an individual item will use the dates of each individual expense. Exporting as a single item with split/itemized transactions or as just a single item will use the date of export.

Step 7: Default accounts

The default expense account refers to where expenses will be placed in the case that they haven’t been categorized. This field is required.

Default class and default customer/job refer to where expenses should be allocated in the case that they haven’t been tagged with one or the other. These fields are optional.

Once you have selected your export options, click Export.

What happens next?

Open up the QuickBooks Web Connector and click “Update Selected” to bring the exported expenses into QuickBooks Desktop.

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