To access your policy's configuration settings, navigate to Admin > [Policy Name] > Connections > QuickBooks Desktop and click Configure.

Export Options

Date: Choose either the report's submitted date, the report's exported date, or the date of the last expense on the report when exporting reports to QuickBooks Desktop.

Reimbursable expenses

Vendor Bill (recommended): A single itemized vendor bill for each Expensify report. An A/P account is required to export to a vendor bill. 

Check: A single itemized check for each Expensify report.

Journal Entry: A single itemized journal entry for each Expensify report.

Non-reimbursable expenses

Credit Card: Each expense will export as a single credit card transaction with the posting date that appears on your card statement. Expensify pro-tip: If you want the payee field for Credit Card expenses in QuickBooks Desktop to show the merchant name, a matching Vendor must exist in QuickBooks. 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. 

Debit Card: Expenses will export as a single-itemized check for each Expensify report.

Vendor Bill: A single itemized vendor bill for each Expensify report.

Billable Expenses

Expenses can be marked as billable in Expensify which will export to QuickBooks Desktop with the the billable flag. To fully take advantage of this functionality, any expense marked as billable must have a Customer/Job associated with it.

Coding Configurations

Categories: Expensify's integration with QuickBooks automatically imports your Chart of Accounts from QuickBooks as Categories in Expensify. To set Category Rules (e.g. receipt requirements or comments) go to the Categories page in the policy. Expenses can be automatically categorized to expense categories using Auto-Categorization

Classes: Classes can be imported from QuickBooks as either tags (line-item level) or report fields (header level).

Customers/Jobs: Customers/Jobs can be imported from QuickBooks as either tags (line-item level) or report fields (header level). If you are using Billable Expenses in Expensify, Customers/Jobs must be enabled. Expenses marked as "Billable" must be tagged with a Customer/Job in order to export to QuickBooks.

Items: Items can be imported from QuickBooks as categories alongside your expense accounts.

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