Preferred Exporter:

 Any policy admin can export to QuickBooks Online, but only the preferred exporter will see reports that are ready for export in their Inbox.

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 Online.

Reimbursable expenses 

Reimbursable expenses export to QuickBooks Online as:

  • Vendor Bills
  • Checks
  • Journal Entries

Vendor Bill (recommended)

This is a single itemized vendor bill for each Expensify report. If this period is closed, we will post the vendor bill to the first day of the next open period. If you export as Vendor Bills, you can also choose to Sync reimbursed reports (set on the Advanced tab). An A/P account is required to export to a vendor bill. Here is a screenshot of how your expenses map in QuickBooks.

Check

This is a single itemized check for each Expensify report. You can choose to mark a check to be printed later in QuickBooks Online.

Journal Entry

This is a single itemized journal entry for each Expensify report.

Non-reimbursable expenses

Non-reimbursable expenses export to QuickBooks Online as:

  • Credit Card expenses
  • Debit Card Expenses
  • Vendor Bills

Credit/Debit Card

Each expense will export as a single bank transaction with the posting date that appears on your bank statement. 

For allocations, if you split an expense in Expensify, we will create a single credit card transaction in QuickBooks with multiple line items posting to the corresponding GL accounts.

Expensify pro-tip: If you want the payee field for Credit Card expenses in QuickBooks Online to show the merchant name, a matching Vendor must exist in QuickBooks Online. 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. More information can be found here.

If you are centrally managing your company cards through Domain Control, you can export expenses from each individual card to a specific account in QuickBooks (detailed instructions here).

Vendor Bill

This is a single itemized vendor bill for each Expensify report. If this period is closed, we will post the vendor bill to the first day of the next open period. If you export non-reimbursable expenses as Vendor Bills, you can choose to apply a Default vendor to the bill.

Billable expenses

Expenses can be marked as billable in Expensify which will export to QuickBooks Online with the the billable flag. This will only happen for expenses exported as Vendor Bills or Checks. To fully take advantage of this functionality, any expense marked as billable must have a Customer/Job associated with it.

Account Import

*Other Current Liabilities can only be exported as Journal Entries if the submitter is set up as an Employee in QuickBooks.
*Exchange Gain or Loss detail type does not import

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