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.

Important Notes

  • 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.
  • You can only have one account "owner" for the QB Online integration. This is the Expensify account that actually makes the initial connection with QB Online (from following the steps listed below). Please note that this is the only individual who is able to export reports as well as Sync and Configure the connection so it's important that you decide who will have this responsibility so that you can make the connection using the proper Expensify account.

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, and 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.

When exporting from Expensify to QuickBooks Online, here's how your expenses and expense reports will be treated by QuickBooks:

Reimbursable expenses:

  • Vendor Bill: We'll create a single itemized vendor bill for each Expensify report, carrying the date of approval in Expensify.
  • Check: We'll create a single itemized check for each Expensify report, carrying the date of approval in Expensify. As an additional option, you can mark a check to be printed later in QuickBooks Online.
  • Journal Entry: We'll create a single itemized journal entry for each Expensify report, carrying the date of approval in Expensify.

Non-reimbursable expenses:

  • Credit Card: Each expense will export as a single credit card charge, and carry the posting date that appears on your card statement. Want to export to multiple credit card accounts in QuickBooks Online? We support that in our company card export.
  • Vendor Bill: We'll create a single itemized vendor bill for each Expensify report, carrying the date of approval in Expensify.

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”.  It is important to note that only the admin that is connected to QBO in Expensify will be able to export expense reports from Expensify.

Once the reports have been exported, you will see the updated QuickBooks icon next to the exported reports on the Reports page.

Sync QBO in Expensify

Any time you update your chart of accounts in QBO, you will also need to be sure to update in Expensify. In order to do this, go to Admin > Policies > [Policy Name] > Sync. Please note that only the admin that connected to QBO will be able to view and Sync the QBO connection in Expensify. Other admins will just be able to see that that policy has been connected to QBO.

    Finding your Expensify reports in QuickBooks Online

    Once you've exported to QuickBooks Online, it's really easy to find your reports. When we export to QuickBooks Online, we insert the report's URL in the memo field. So, just click the search icon at the top of the screen, then click 'Advanced Search'. Change the field to search to 'Memo' and search for the report ID.

    Still need help?

    Our friendly support team is here to help! Send us an email to help@expensify.com and we'll get back to you within 24 hours.