QuickBooks Desktop is accounting software developed by Intuit, designed for small and medium-sized businesses to manage financial tasks. Connecting Expensify to QuickBooks Desktop makes expense management seamless.

This guide walks you through connecting Expensify to QuickBooks Desktop, ensuring a smooth integration for managing your business expenses efficiently.

Connect to QuickBooks Desktop

To connect QuickBooks Desktop to Expensify, you must log into QuickBooks Desktop as an Admin. The company file you want to connect must be the only one open.

1. In Expensify, click your profile image or icon in the bottom-left menu.
2. Scroll down and click Workspaces in the left menu.
3. Select the workspace to connect to QuickBooks Desktop.
4. Click More features in the left menu.
5. In the Integrate section, enable the Accounting toggle.
6. Click Accounting in the left menu.
7. Click Set up next to QuickBooks Desktop.
8. Click Copy to copy the link. Paste this link into the computer running QuickBooks Desktop.

9. Select your QuickBooks Desktop version.

   

10. Download the Web Connector and follow the installation instructions.
11. Open the Web Connector.
12. When prompted during setup, download the config file and open it using File Explorer. This will automatically load the application into the QuickBooks Web Connector.

Ensure the correct company file is open in QuickBooks Desktop and is the only one open.

1. In QuickBooks Desktop, select Yes, always allow access, even when QuickBooks is not running, then click Continue.

   

2. Click OK, then click Yes.

   

3. Click Copy to copy the password.

   

4. Paste the password into the Password field of the Web Connector and press Enter.

   

5. Click Yes to save the password. The new connection will appear in the Web Connector.

   

Securely save this password in a trusted password manager. You’ll need it for future configuration updates or troubleshooting.

FAQ

What are the hardware and software requirements for QuickBooks Desktop connector?

• Hardware requirements: Ensure the host machine meets Intuit’s recommended specifications.
• Software requirements: Windows 10 or 11 with the latest service packs installed. Users have run the connector on older Windows versions, but we don’t officially support them. The Web Connector doesn’t run on Mac OS.

What versions of QuickBooks Desktop are supported?

Expensify follows Intuit’s service discontinuation policy and supports these versions:

• Latest three versions of QuickBooks Desktop (US, Canada)
• Version tiers: Accountant, Pro, Pro Plus, Premier, Premier Plus, Enterprise
• Special editions: Contractor, Manufacturing and Wholesale, Accountant, Professional Services, Nonprofit

Can multiple QuickBooks Desktop Connectors be installed on the same machine?

Yes. Install one connector per company file. You can install multiple connectors to sync multiple company files to Expensify from one computer. Ensure you’re logged into the correct QuickBooks company file when syncing.

Can I export negative expenses?

Generally, yes. However, if you select Check as your export option, the report’s total cannot be negative. This also applies to non-reimbursable expenses exported as debit card transactions. Because QuickBooks Desktop doesn’t support debit cards, transactions export as a non-reimbursable check, which must have a positive total amount.