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.
- To export as Journal Entries or Vendor Bills, you must have an email address associated with every QBO vendor (employee) that uses Expensify to submit reports. You can simply enable the "Automatically Create Vendor" option to create these automatically upon export into QBO if they don't already exist. If you choose, vendor records can also be manually created in QBO.
- To export as Checks, you must have an email address associated with every QBO employee that uses Expensify to submit reports. Email addresses are required in order for Expensify to automatically associate the report submitter with relevant employee record that exists in QBO.
- Note for those exporting as Checks or importing employees from QuickBooks to Expensify: 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.
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 Items to Expensify Categories, customers/jobs as Expensify Tags, and your QuickBooks Classes (and Locations, if any exist) as Expensify Report Fields.
Enabling Auto Sync will initiate an automatic sync once daily so that you don't have to manually click to sync every day.
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.
Import QuickBooks Items as Categories
Expensify now allows you to import Items from QuickBooks Online as Categories in Expensify. Once you've selected an Item as an expense's category, when you export this report to QuickBooks Online, we'll associate the transaction with that Item.
To enable, just set up your Items in QuickBooks Online, then update your policy in Expensify, by click in to Admin, your policy, Connections, then under QuickBooks, click Configure and enable Import Items. Simply Save, and don’t forget to Sync.
When configuring Items within QuickBooks Online, it is important to note that Expensify is not able to pull in Items defined with only Sales Information (because we do not import revenue accounts from the Chart of Accounts). Expensify is able to capture Items defined with Purchasing Information and Sales Information, or just Purchasing Information.
When exporting from Expensify to QuickBooks Online, here's how your expenses and expense reports will be treated by QuickBooks:
Vendor Bill: We'll create a single itemized vendor bill for each Expensify report, carrying the date of the last expense on the report. If this period is closed, we'll post to the 1st of the next open period. Under the Advanced tab, you may also enable Sync reimbursed reports. When this is enabled, a bill payment will automatically be created in QuickBooks Online once an ACH reimbursement is made.
- 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.
- 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 the last expense on the report. If this period is closed, we'll post to the 1st of the next open period.
If you choose to export as a Vendor Bill or a Journal Entry, a vendor (employee) will be auto-created for this customer using their email address if one has not already been manually set up in QuickBooks Online. To use this feature, enable Automatically Create Vendors under the Export tab of the configuration screen after selecting Vendor Bill or Journal Entry as an export option for your reimbursable expenses..
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. The easiest way to do this is by enabling Auto Sync under the connection configurations settings. Once that's enabled, your QuickBooks Online account will automatically sync with Expensify once per-day.
You can also manually sync our QBO connection. To do this, go to Admin > Policies > [Policy Name] > Sync. 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 Name. Alternatively, you can search for the report ID in the 'Reference No.' search option.