General information about the new QuickBooks Desktop:

  • On this new connection, you will no longer use the Web Connector. You will not need to click “Update Web Serves” each time you export your reports from Expensify to QuickBooks. 
  • Instead, you will download the Expensify Sync Manager, which runs silently in the background of the desktop (or remote server) in order for Expensify and QuickBooks to communicate.
  • Please see our QuickBooks Desktop Setup Page for more information on how to get setup and download the Expensify Sync Manager. 

How does the new QuickBooks Desktop connection work? Here’s everything you need to know:

Syncing/Updating the Connection
Using Multiple Company Files
Importing Categories from QB to Expensify
Importing Tags from QB to Expensify
Reimbursable Expenses
Non-Reimbursable Expenses
Exporting Reports from Expensify to QuickBooks Desktop

Using Multiple Company Files

On the previous connection, if you had multiple QuickBooks Desktop companies connected to one Expensify account, you would use the dropdown menu to select which QuickBooks Desktop company to export to.

Using this new connection, you will need to Open the company file from Quickbooks Desktop that you want to connect/sync to each policy. Please make sure that the correct company file is open when connecting or syncing the connection. 

You can connect multiple Company Files to your Expensify account. To do this, you will just want to connect each company file to a different Policy. To change the open Company File, log into QuickBooks and go to File > Open or Restore Company.

Here's more on using Multiple Company Files via the Sync Manager Connection.

Importing Tags from QB to Expensify

On the previous Web Connector version, you could only import one level of tags (Classes OR customers)

Now using the Expensify Sync Manager connection, you can import customers/jobs AND classes as line-items or report fields. Tags will import as enabled. You can choose to set them at Tag (line-item level) or at the Report Field level. Items will always import at the Report Field level. 

If you import just one level of tags (i.e. only Classes), you will be able to manage these by going to Admin > [select policy] > Tags. You can then choose to enable/disable any of the tags. 

If you import multiple tags (classes AND customers/jobs) are are wanting to edit/add any classes or customers, you will do this from within QuickBooks, and then "sync" the connection in Expensify.  From within your policy settings in Expensify, you can choose which tags (classes or customers/jobs) you want to require your employees to use.  Just go to Admin > [select policy] > Tags and enable/disable the "required" toggle for either classes or customers/jobs.  

Importing Categories from QB to Expensify

Upon initial connection and each “sync” to the new version of the QuickBooks Desktop integration, categories will import enabled. 

Please note that on the new connection, the GL code DOES NOT appear in the category title as it did in the previous connection. Now there is a separate column for the GL code. As such, for any users switching from the Web Connector QBD integration, we recommend connecting to the new integration at a time when there are a minimal number of un-approved/un-exported reports. For any outstanding reports that haven't been exported using the old QBD connection, you will need to re-categorize each expense on those expense reports. This is because the new integration will not recognize existing categories from the old QBD connection, even if they have the same names. 

You can disable/enable specific categories by going to Admin > [select policy] > Categories. 

Types of GL Accounts imported:

  • Cost of Goods Sold
  • Expense
  • Fixed Asset
  • Other Current Asset
  • Other Current Liability
  • Other  Expense

Syncing/Updating the Connection

Anytime you make changes to your categories or tags in QuickBooks, you will need to sync your connection in Expensify. To sync the new connection, just go to Admin > [select policy] > Connections > Sync now. Any updated tags or categories will be imported. You do not need to do anything with the Expensify Sync Manager. 

Auto-Sync is not available with the desktop connection.

Please note that you WILL NOT need to click “Update Web Services” from within the Web Connector, as you are no longer using the Web Connector.

Exporting Reports from Expensify to QuickBooks Desktop

Using the new connection, you can now export reports in bulk from the reports page.Simply select the reports you want to export and click “Export to QuickBooks Desktop”. 

You can set your export settings by going to Admin > [select policy] > Connections > Configure. Here, you can choose how you want to export reimbursable and non-reimbursable expenses (see details on reimbursable and non-reimbursable expenses below).

Exporting Reimbursable Expenses

On the previous Web Connector QBD connection, you needed to select how you wanted to export the report (as a check, a bill, a credit card charge, or a general journal entry) upon each export. If the reports contained both reimbursable and non-reimbursable expenses and you logged them differently, you had to export the same reports twice using different settings for reimbursable and non-reimbursable expenses. 

Using the new connection, you can set to export ALL reimbursable expenses as Vendor Bills, Checks or Journal Entries . These expenses will post to the account selected upon export to QuickBooks. The dropdown menu will appear in the configuration settings of your QuickBooks Desktop connection in Expensify. To edit this, just go to Admin > [select policy] > Connections > Configure. 

You can now export reports containing non-reimbursable and reimbursable expenses at the same time!

Exporting Non-Reimbursable Expenses

Using this new connection, you can select to export non-reimbursable expenses as a Vendor Bill, Credit Card or Debit Card account. You can select the default account that you want these non-reimbursable expenses to in your Policy Configuration settings. 

If you have company cards, you will set these up in Domain Control and can can set specific debit and credit cards to export to post to specific accounts in QBD. Just go to Admin > Domain Control > [nameofdomain] > Company Cards > and click on the blue cog next to the specific card. 

Preferred exporter

On the previous Web Connector version, you had to assign one Policy Admin as the “Preferred Exporter”. 

Now, any Expensify Policy Admin who has both QuickBooks and the Expensify Sync Manager downloaded on their server can export reports from Expensify into QBD. 

Date of Export

You can select which date you want exported reports to post to in QuickBooks Desktop. You can select to have them post on the date of last expense, the exported date, or the submitted report date. Please make sure that the date of the last expense is on a period statement that is “Open”. 

Vendor

Rather than selecting the vendor upon each report export (as in the Web Connector QBD), the vendor field will populate with the submitter’s email address.

Therefore, the email addresses MUST be added in the email field for the vendor. Once the email address is added in QuickBooks, exported reports will post to the correct vendor. Exports will not succeed if there is not an email address added for the vendor. 

If you are exporting non-reimbursable expenses from any Company Cards added in Domain Control, Expensify will automatically match the merchant name on the credit card transaction to any corresponding vendors in QuickBooks. If none exist, we'll associate the transaction with a "Credit Card Misc." vendor that we create.

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