Important Notes about the connection

  • When initially connecting your Expensify policy to QuickBooks Desktop, please make sure you are logged in as an Admin in QuickBooks.
  • If you are connecting more than one policy to QuickBooks Desktop, check out this section of our guide for more details. 

Step 1: Set up submitters in QuickBooks Desktop

Email addresses are used to map the report submitter in Expensify with the corresponding employee in QuickBooks Desktop, so all employees must be set up as vendors in QuickBooks Desktop. The submitter’s email must be included in the record.

Click into your vendor section of QuickBooks: 

Important: Please make sure you tie your submitter's email address to their vendor record information in QuickBooks Desktop:

If you want to export reports to your users' employee records instead of their vendor records, you will need to export reimbursable expenses as a Check or Journal Entry. It isn't possible to export expenses as a Vendor Bill to an employee record. 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 Admin > [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

  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.
  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, check out our guide on Configuring your QuickBooks Desktop connection.

If you need to connect more than one policy to QuickBooks Desktop, check out this section of our guide for more details.

If you are experiencing issues after following these steps, take a look at our QuickBooks Desktop Troubleshooting page.

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.
  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, check out our guide on Configuring your QuickBooks Desktop connection.

If you need to connect more than one policy to QuickBooks Desktop, check out this section of our guide for more details.

If you are experiencing issues after following these steps, take a look at our QuickBooks Desktop Troubleshooting page.

Single User/Personal Desktop

  1. Download the Expensify Sync Manager. 
  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, check out our guide on Configuring your QuickBooks Desktop connection.

If you need to connect more than one policy to QuickBooks Desktop, check out this section of our guide for more details.

If you are experiencing issues after following these steps, take a look at our QuickBooks Desktop Troubleshooting page.

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 Step: Configure your connection!

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