In this training course we will be deep diving into everything QBO, here you will learn how to connect to QBO, coding available, export options and much more. First, lets start with our QBO training video.

QuickBooks Online integration training video:

How Expensify exports to QuickBooks Online

The Expensify QuickBooks integration is a bi-directional integration that automatically exports reimbursable and non-reimbursable expenses to QuickBooks as the following:

  • Vendor bills
  • Checks
  • Credit card or debit card transactions
  • Journal entries

The export of expenses to QuickBooks happens automatically when a report is labeled as approved (meaning the report has been fully approved at all levels) or reimbursed (if the client is harnessing Expensify’s reimbursement module). When expenses are exported to QuickBooks from Expensify all line item details of the expense are visible in QuickBooks this includes the general ledger, additional expense coding, and the receipt image under attachments within each report.

Click here To deep dive further into exporting to QuickBooks Online.

Importing client accounting codes to Expensify

The integration allows you to manage what coding the client sees once the integration is connected. It is imperative that you make the connection between Expensify and QuickBooks Online to manage the client’s coding. Any adjustments, provisioning or removal of codes needs to happen in QuickBooks, the changes will immediately be reflected in Expensify - in short, Expensify looks at QuickBooks Online as the source of truth to all accounting data

  • Chart of accounts (categories)
  • Classes
  • Customers
  • Projects
  • Locations
  • Items

Again, you have the ability to disable codes that may not be needed, for example, if your client does not capture projects at the expense line item level, you can disable projects so they are never visible to the client. This can be done in the categories and tags sections of the client’s Expensify policy. 

Click here to learn more about configuring coding with QuickBooks Online.

Exporting credit and debit card transactions to QBO:

Each expense will export as a single bank transaction with the posting date that appears on the appears on the client’s bank statement.

For allocations, if you split an expense in Expensify, we will create a single credit card transaction in QuickBooks with multiple line items posting to the corresponding GL accounts.

Expensify pro-tip: If you want the payee field for Credit Card expenses in QuickBooks Online to show the merchant name, a matching Vendor must exist in QuickBooks Online. Expensify looks for an exact match when exporting and if it can’t find a match, the payee gets mapped to a Credit Card Misc. vendor that we create. More information can be found here.

Matching expenses to QBO downloaded credit card transactions:

When matching expenses to transactions being imported into QuickBooks, you'll need to make sure the reports are exported prior to accepting the feed in QuickBooks. Remember, the key is to export the report from Expensify into QuickBooks Online and then accept the bank feed import in QBO after this. More details on this process here. 

Where to find expenses after export:

In the report history and comments section of the expense report in Expensify , there will be a link that says "View Non-Reimbursable Expenses" or "View Reimbursable Expenses." Clicking that link should take you directly to where these expenses have been exported.

New Client QuickBooks Online setup:

Ready to connect QuickBooks Online to Expensify for your client or your company? Click here for a step by step guide.

Did this answer your question?