Proper Importing of Expenses and HST in QB Desktop
My issue that I am having is we have a tax rate "H" for a 13% tax set up in Expensify which matches the tax rate "H" in QB Desktop. When importing, QB is adding another 13% to the total if my account is set up to default to "H". If the account is not set up with the "H", the tax does not import.
So for every transaction, either I have to take 13% off, or I have to add the HST in. What is the correct configuration of QB and Expensify to ensure that HST is imported correctly so I don't have to adjust the HST in every single transaction?
Automation isn't worth it if you have to check every entry.
I echo the sentiment that phone support would be beneficial. Chat and email don't work and I don't see a lot of solutions on this board.
Answers
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Hi @Des! Because our QuickBooks Desktop integration doesn't support tax export, if you have tax set in QuickBooks, it will add the tax on top of the expense. You'll need to make tax inclusive on the QuickBooks side in order to have it show the correct total.
To do this go to Edit > Preferences > Sales Tax > Company preferences and check the box to allow inclusive tax, then select HST from the dropdown. Let me know if you have any questions!
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Hi there, having the same issue with GST; have followed the above steps under preferences, but the total in QB desktop adds the tax to the total transaction every time. Any ideas?
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify TeamHi @Vince, thanks for sharing. Just confirming that you've followed the steps Nicole shared and selected GST from the drop down, not HST?
If so, just let me know and I'll ask my team for more information.
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Hi Sheena,
The issue I see is that I don't want to change the rest of my accounting process for importing of credit cards.
Right now I am dealing with the issue by going into every single transaction and making adjustments if the transactions has HST. I still have to add it in if not included and then change the transaction by 1.13, or I have to take it out if the account it was put in has automatic HST.
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Hi Sheena, yes, following the steps and selecting GST. Same issue Des is having, just with GST instead of HST.
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Hi @Sheena Trepanier @Vince were you able to resolve this issue? Or find a work around?
I would like the sync to go through without it resulting in a double tax (having to manually change the transactions for the HST).
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Hi all,
I'm having the same issues with expensify and quickbooks desktop not having GST/HST integration.
Has anyone figured out a work-around so that you don't have to manually add inclusive tax on each transaction in quickbooks?
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@Des @Sheena Trepanier @Vince were any of you able to figure out a work-around for this issue?
It doesn't seem like Expensify is working to solve the issue and considering how cumbersome it would be to manually change each transaction after import, I would be forced to use another expense management software.
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@daveICC Because we don't integrate QuickBooks Desktop tax with Expensify, this isn't something that we are inserting when we create transactions in QBD. The tax that is being applied to expenses is being added after we've exported the report so it's something on the Intuit side.
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@Nicole Trepanier it is an issue on Expensify's side. Also we don't need tax integration we just need an option to export the subtotal instead. Why are we forced to only export the total after tax? You have tax tracking enabled in your software just subtract the total from the calculated tax that calculation yields the subtotal before tax and just let us export that amount into QuickBooks. Solving everyone's problem...
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@SoSimple We only send over the total amount of the transaction in the API call. If the direct integration won't work for you because you need tax to integrate correctly, you do have the option of using Transaction Pro Importer with your QuickBooks Desktop account. You would then just export your Expensify reports to a CSV and import them the way you need them into QuickBooks Desktop.
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@Nicole Trepanier Hi Nicole yes that's what I'm saying, why won't you give us an option to send the subtotal amount of the transaction to the API? Why would that be difficult, you'd solve a lot of problems rather than making everyone do 5-6 extra steps for no reason.
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@SoSimple As I said on the other thread. We are not considering any new features for QuickBooks Desktop. Our engineering resources are focusing on cloud based integrations only.
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@Nicole Trepanier I have completed the above making tax inclusive in quickbooks and Im still getting the wrong totals. After all the work we have gone through changing credit cards over for our entire company, and hours setting up correct policies and reports and educating our team on your system I am actually increasing my time because now in addition to approving all the reports in expensify and importing them I still have to go in to each transaction and adjust the amounts for tax. There must be a solution.
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I am looking at kicking off the credit card reconciliation as well in Canada. This is for a Not For Profit.
I am looking for these features at the employee level. Credit Card fee from bank is already in place, they scan and match receipts. They can select the GL followed by Department and Project tags.
What I need is for them to specify what province the charge occurred (for the purposes of calculating the GST/HST rebate), and then I would like them to just enter the portion of the charge that is GST/HST (displayed on the invoice). That will get all the data in the system. Then to have these exportable is the basic need with the charges to prepare upload into Dynamic Business Central 365.
Ideally, I would like to be able to them apply a reverse, auto split in the system for moving taxes out of the charge (based on province multiplier) to the HST/GST recoverable account.
As someone mentioned before, if this is not possible, it kills the entire implementation.
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@Mervda I recommend reaching out to [email protected] for help with this. CAD tax can get pretty tricky, but we can usually find a solution that works. It depends a bit on your specific set up and processes, so we'd want to take a closer look at the account.
