Before you can connect your Expensify policy to QuickBooks Desktop, make sure you that are logged in as an Admin in QuickBooks, and that the company file that you need to connect to is the only company file that you have open.

This article covers:

Connecting to QuickBooks Desktop

Step 1: Set up submitters in QuickBooks Desktop

All report submitters must be set up as Vendors in QuickBooks Desktop with the email that they use in Expensify on file in the "Main Email" field of their Vendor record.

To set this up, click into your vendor section of QuickBooks: 

If you want to export reports to your users' employee records instead of their vendor records, you will need to select Check or Journal Entry for your reimbursable export option. If you are setting up Expensify users as employees, you will need to activate QuickBooks Desktop Payroll to view the Employee Profile tab where submitter's email addresses needs to be entered.

Step 2: Initiate the connection

To connect, navigate to Settings > Policies > Group > [Policy Name] > Connections > QuickBooks Desktop

Select the Connect to QuickBooks Desktop radio button and click Connect to QuickBooks:

Step 3:  How do you access QuickBooks desktop? 

How you access QuickBooks will determine the steps you need to take to download the Expensify Sync Manager and connect your policy. Choose from the three options outlined below for the appropriate instructions:

Shared Company Drive

Third Party Remote Desktop

Single User/Personal Desktop

Shared Company Drive

  1. Download the Expensify Sync Manager on the same terminal server in which the QuickBooks Application is saved. This would be the same place that you go to open the QuickBooks program. If you run into trouble installing the program, check out this help doc.
  2. Launch QuickBooks and open your desired Company File using the QuickBooks Admin credentials. Admin credentials are required to create the connection due to the permission requirements but you will not need to be logged in as an admin when you sync or export.
  3. Copy the User Token by selecting the clipboard icon.
  4. Still running QuickBooks, launch the Expensify Sync Manager. Paste your token and click Save.

5. Once the Sync Manager status is updated to “Connected,” return to Expensify and click the “Continue” button.

6. Go back to QuickBooks. During the initial connection, you will see an "Application Certificate" screen pop up. 

     a) Click "Yes, always; allow access even if QuickBooks is not running.”
     b) Select the admin user from the dropdown then click "Continue".  Selecting
         Admin does not mean you need to be logged in as an admin to use this        
         connection. This is required for the permissions only.
     c) Next, click "Done" on the pop up to finish this step.

7.  Navigate back to Expensify and wait for the syncing process to complete.

8. You're all set! 

Next Steps:

Third Party Remote Desktop

Select your third-party hosted server provider:

  1. Download the Expensify Sync Manager. Save the file onto the same remote desktop as your QuickBooks Application. If you have permission restrictions, you may need to send your provider the application file and ask them to install it on the server for you. If you run into trouble installing the program, check out thishelp doc.
  2. Launch QuickBooks and open your desired Company File using the QuickBooks Admin credentials. Admin credentials are required to create the connection due to the permission requirements but you will not need to be logged in as an admin when you sync or export.
  3. Copy the User Token by selecting the clipboard icon.
  4. Still running QuickBooks, launch the Expensify Sync Manager. Paste your token and click Save.

5. Once the Sync Manager status is updated to “Connected,” return to Expensify and click the “Continue” button.

6. Go back to QuickBooks. During the initial connection, you will see an "Application Certificate" screen pop up. 

     a) Click "Yes, always; allow access even if QuickBooks is not running.”
     b) Select the admin user from the dropdown then click "Continue".  Selecting
         Admin does not mean you need to be logged in as an admin to use this        
         connection. This is required for the permissions only.
     c) Next, click "Done" on the pop up to finish this step.

7.  Navigate back to Expensify and wait for the syncing process to complete.

8. You're all set! 

Next Steps

Single User/Personal Desktop

  1. Download the Expensify Sync Manager. If you run into trouble installing the program, check out this help doc.
  2. Launch QuickBooks and open your desired Company File using the QuickBooks Admin credentials. Admin credentials are required to create the connection due to the permission requirements but you will not need to be logged in as an admin when you sync or export.
  3. Copy the User Token by selecting the clipboard icon.
  4. Still running QuickBooks, launch the Expensify Sync Manager. Paste your token and click Save.

5. Once the Sync Manager status is updated to “Connected,” return to Expensify and click the “Continue” button.

6. Go back to QuickBooks. During the initial connection, you will see an "Application Certificate" screen pop up. 

     a) Click "Yes, always; allow access even if QuickBooks is not running.”
     b) Select the admin user from the dropdown then click "Continue".  Selecting
         Admin does not mean you need to be logged in as an admin to use this        
         connection. This is required for the permissions only.
     c) Next, click "Done" on the pop up to finish this step.

7.  Navigate back to Expensify and wait for the syncing process to complete.

8. You're all set! 

Next Steps:

Connecting Multiple Companies or Policies

If you are connecting more than one policy to separate company files, you will need to have a single Expensify account as an admin on all policies. All connections will be created from this Expensify account but other admins on the policy can sync the connection and export reports as long as the correct company file is open and the Expensify Sync Manager is running. 

To connect your other policies, open the correct company file, and go through the same connection steps you did for the first one. The only difference here is you won't need to download the Expensify Sync Manager or update the token. A single token will be used for all policies connected.

If you are connecting multiple policies to a single company file, you can re-use the existing connection for each of your policies. 

Next Steps:

Still looking for answers? Search our Community for more content on this topic!

Before you can connect your Expensify policy to QuickBooks Desktop, make sure you that are logged in as an Admin in QuickBooks, and that the company file that you need to connect to is the only company file that you have open.

Did this answer your question?