Auto Sync

How does auto-sync work?

With auto-sync for QuickBooks Online, when a non-reimbursable report is final approved in Expensify, we will automatically queue it for export to QuickBooks Online. However, if a withdrawal account has been added for ACH reimbursement, any reimbursable expenses will be auto-synced to QuickBooks Online when the report is either marked as reimbursed or enabled for reimbursement. 

What happens if the report can't be exported to QuickBooks Online automatically?

There are a number of reasons why your reports may fail to export to QuickBooks Online, in which case we'll send an email to your technical contact (as defined in the Connections section of your policy), and we'll place your reports in your Inbox. There, you'll be able to fix any issues (need help? Check out our troubleshooting page on QuickBooks Online export errors) and export manually.

How can I make sure that I final approve reports before they're exported to QuickBooks Online?

You'll want to make sure that your policies are set up with the correct workflow, so that they are reviewed by the appropriate people within Expensify before exporting to QuickBooks Online. We have some examples of workflow in our help documentation, to help guide you through defining your own workflow.

You may also want to use Domain Control to strictly enforce expense policy workflows, as this will make sure that your policy's workflow is always followed.

Newly imported categories should be enabled/disabled 

This controls the status of new categories. Based on this control, new categories imported from QuickBooks Online to Expensify with be either enabled or disabled by default.

Invite Employees 

Enabling this automatically invites all Employees set up in QuickBooks Online to the connected Expensify Company Policy (if they are not already a member). If you choose not to use this option, you can manually invite people in Expensify or import using a CSV.

Automatically Create Vendors

This creates a new Vendor entry for employees using their email if they do not already have an entry in QuickBooks Online.

Sync reimbursed reports

Enabling will mark the Vendor Bill as paid in QuickBooks Online if you reimburse a report via ACH direct deposit in Expensify. If you reimburse outside of Expensify, then marking the Vendor Bill as paid in QuickBooks Online will automatically mark the report as reimbursed in Expensify.

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