Duplicate transactions appearing in Quickbooks - Expensify and Amex

kyle1

Hi I'm trying to figure out why we're getting duplicate transactions appearing in Quickbooks. We're trying to make it so that only out of pocket expenses import from Expensify into Quickbooks since our Amex already imports directly into Quickbooks. Currently we are getting duplicate transactions when the Amex expenses through Expensify also hit in Quickbooks. Is there a way to resolve this issue?

Rachael Hopkins

Hi @kyle1 Welcome to the Expensify Community!

There is a very simple solution: You have to export the Expensify report into QuickBooks before you import the Amex feed into QuickBooks!

Can you double-check that this is the order you are importing all the data in please?

kyle1

Hi @RachCHopkins, I believe both our Expensify reports and Amex feed auto import into QuickBooks? I'm not really sure if there is a way for us to change that order or how to even check it.

anniemcq

I am also having this problem. Unlike the OP, I do not want to avoid the Expensify records -- I want the Expensify records because the employee has assigned each expense to a client and project in Expensify, and stored receipts. The credit card download doesn't have this information.

This answer makes no sense. Quickbooks online automatically downloads every night. There is no way to tell it NOT to download. As employees need a few days to submit expenses, and often not until the end of a trip or project, it's not realistic to avoid downloads until then.

I can download but delay "accepting" the transactions, but I'm not sure how or if that helps. Right now I've got a mess to clean up.

Sheena Trepanier

Hi @kyle1 and @anniemcq, the order in which you export the report and accept the transactions feeding into QuickBooks is very important. We have created a step by step guide for it here, that I recommend checking out.

Essentially though, you'll want to export your credit card expense reports from Expensify to QuickBooks and then import the transactions flowing into QuickBooks. If you do it in this order, you can match expenses from Expensify to the Credit Card charge and avoid duplicates entirely.

kyle1

Hi @Sheena Trepanier, we will check this out and see if it helps us. We have a further question, is there a reason that Expensify pushes old transactions to Quickbooks? We have transactions from all the way back to April of this year that keep automatically pulling into our Quickbooks over and over again, to the point that we had to completely disable the link.

Sheena Trepanier

Hi @kyle1, thanks for circling back. That sounds good, and if you run into questions about the process let me know.

Regarding importing old expenses, the QBO connection should only export expenses automatically if they have been Final Approved while auto sync was enabled.

Can you confirm if this was the case? If not, can you share a couple report IDs that were exporting automatically when they shouldn't have been?

Thanks!

gherkert

Hey @Sheena Trepanier - Just stumbling across this post from a few years back. Looks like the resource you linked to in your first reply leads to a dead end.

Are you able to share the link again? I'm interested in checking out the step by step guide (once I can find it!).

Thanks! 🙌

Christina Dobryzynski

Hi @gherkert! Happy to jump in and help!

Here's a new link to that support article (I'll fix it above too). Feel free to reach out with any questions!