The QuickBooks Online integration is limited based on the version of QuickBooks Online you are subscribed to. Though you will see all of these features available in Expensify, you will receive an error trying to export to QuickBooks if you have a feature enabled that isn't available with your subscription. Here is a list of the features supported by each version. Self Employed is not supported.

Companies can integrate Expensify with QuickBooks Online in just three easy steps! 

  • Step 1: Setup Employees in QuickBooks Online
  • Step 2: Connect Expensify and QuickBooks Online
  • Step 3: Configure the Connection

Step 1: Setup Employees in QuickBooks Online

Email addresses are used to map the report submitter in Expensify with the relevant employee in QuickBooks Online so all employees must be setup as either Vendors or Employees.  The submitter’s email must also be included in the record.

The type of submitter record used will affect the export type available:

You can also enable the "Automatically Create Vendor" option in the connection configuration to automatically create Vendor records upon export for submitters that don't already exist In QuickBooks Online. 

If setting up submitters as Employees, you will need to activate QuickBooks Online Payroll to view the Employee Profile tab where employee email addresses needs to be entered.

Step 2: Connect Expensify and QuickBooks Online

To connect, navigate to Admin > [Policy Name] > Connections > QuickBooks Online

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

Enter your QuickBooks Online Administrator’s login information and choose the QuickBooks Online Company File you want to connect to Expensify (you can connect one Company File per policy):

Step 3: Configure the connection

After connecting Expensify and QuickBooks Online, the next step is to configure how the information is shared between the two systems. 

Expensify imports:

  • Chart of Accounts (automatic) as Categories
  • Classes as Tags or Report Field
  • Customers/Jobs as Tags or Report Fields
  • Locations as Tags or Report Fields
  • Items as Categories
  • Tax as Expense level tax tracking

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