Quickly Connect With QuickBooks Online
Our new QuickBooks Online integration adds new functionality — including the ability to import Classes AND Locations as report fields, set export preferences based on the expense type (e.g., reimbursable versus non-reimbursable), and automatically associate the report submitter in Expensify to the Employee/Vendor record in QuickBooks.
- You must have a Team or Corporate policy to integrate with QuickBooks.
- You must have an email address associated with every QBO employee/vendor that uses Expensify to submit reports. Email addresses are required in order for Expensify to automatically associate the report submitter with employee/vendor record that exists in QBO.
- The default interface for QuickBooks Online Plus hides the ability to enter employee email addresses, which are required for the Expensify integration. Activating payroll in QuickBooks Online reveals a "profile" tab where employee email addresses can be entered.
Connect Expensify and QuickBooks
Step 1: Navigate to the Connections tab of your Expensify policy
After navigating to Admin > Policies > [Policy Name] > Connections, choose to create a QuickBooks Online connection.
Step 2: Log into QuickBooks and authorize
After clicking “Connect to Quickbooks Online” you will be re-directed to a QuickBooks Online sign-in page. Sign-in and then press the “Authorize” button. If you wish to connect your QuickBooks Online company file to multiple Expensify policies, you can do so by creating multiple expense policies.
Note: When authorizing your QuickBooks Online company with Expensify, you will notice a red banner at the top of the page that reads: “The application requesting to access your Intuit data has not been approved by Intuit…” This is because the new Expensify-QBO connection is currently in Beta, and Expensify has not yet published this connection.
Step 3: Choose your import and export options
Once the connection has been created, a dialogue will automatically appear prompting you to set your import and export preferences. By default, Expensify will import QuickBooks “expense” accounts as Expensify Categories, and you also have the option to import customers/jobs as Expensify Tags. While an option does not yet appear, we will automatically import your QuickBooks Classes (and Locations, if any exist) as Expensify Report Fields.
It’s also important to note that you can now set export options based on the type of expense, whether reimbursable or non-reimbursable. Any expenses checked as billable in Expensify, will also carry over into QuickBooks with the billable flag checked.
That’s it! The QuickBooks Online integration is now ready to use.
Export from Expensify to QuickBooks Online
To export from Expensify to QuickBooks Online, navigate to the Reports page and select the reports you wish to export. Then click “export to” and choose “QuickBooks Online”.
Once the reports have been exported, you will see the updated QuickBooks icon next to the exported reports on the Reports page.