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Overview

Expensify is the perfect tool to manage your company cards. Under Settings > Domain Control > [Domain Name] > Company Cards you can:

  • Import and assign cards from a central location as a Domain Admin
  • Populate expenses directly to the cardholder’s Expensify account, where they will code and add receipts before the report is submitted for approval and export. SmartScanned receipts will automatically merge with imported card expenses.
  • Use the brilliant Reconciliation Dashboard at the end of the month to match your statement and accounting system to Expensify.

Export expenses: Our QuickBooks Online, Quickbooks Desktop, Xero, Intacct, and NetSuite integrations include the ability to export card expenses directly to a specific GL account in your accounting system.

Prerequisites

Export to a pooled GL account

  1. Go to Settings > Policies > Group > [Select policy] > Connections > [Accounting system] > Configure
  2. Select Credit Card / Charge Card / Bank Transaction as your Non-reimbursable export option.  For NetSuite, any Non-reimbursable export option can be selected
  3. Select the Vendor / liability account you want to export all non-reimbursable expenses to.

Export to individual GL accounts

  1. Go to Settings > Domain Control > [Domain name] > Company Cards
  2. Click the blue cog on the right-hand side of the card and select the GL account you want to export expenses to 
  3. You're all done. After the account is set, exported expenses will be mapped to the specific account selected.

Export troubleshooting

Expense exported to the wrong account

There are a couple of factors that might cause card expenses to export to the wrong account in your accounting system. 

The first thing you'll want to do is make sure that the card is correctly mapped in Domain Control. If that's not the cause then the following troubleshooting steps should help you identify the issue:

Are they company card expenses?

Only expenses that have the card & lock icon next to them will be exported using the mapping settings configured in Domain Control. 

Expenses imported from a personal card (i.e. a card linked in an individual's Your Account > Credit Card Import section), created from a SmartScanned receipt and manually created will export to the default account selected in your accounting connection's configuration settings.

If the expenses are SmartScanned receipt expenses which didn't merge with an imported card expense check out our troubleshooting guide

Have you selected the correct export option in your Sync Options settings? 

Even if you have mapped your cards to specific accounts in Domain Control, you still need to select the appropriate export option under Settings > Policies > Group > [Select policy] > Connections > Configure. 

For example, if you select specific Credit Card accounts for your cards in Domain Control, you need to be sure to select "Credit Card" as your non-reimbursable export option:

Is the report exporter a Domain Admin?

The user exporting the report must be a Domain Admin. You can check the Report History & Comments section near the bottom of an individual report to see who exported it. 

If your reports are being exported automatically by Concierge, the user listed as the Preferred Exporter under Settings > Policies > Group > [Select policy] > Connections > Configure must also be a Domain Admin. 

If the report exporter is not a Domain Admin, all company card expenses will export to the default account selected in the Non-Reimbursable section of your Export configuration settings under Settings > Policies > Group > [Select policy] > Connections > Configure.

Has the card been mapped under the correct policy?

If you have multiple policies connected to the same accounting system, there will be a separate list of accounts displayed for each policy. Unless you choose an account listed under the same policy as the report you are exporting, expenses will export to the default account. 

Still looking for answers? Search our Community for more help!

For a live overview of reporting, reconciling and managing company cards, register for our free Company Cards Administration webinar

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