Charging expenses to multiple Quickbooks Desktop companies
We have 13 companies in Quickbooks Desktop. Employees can incur expenses on behalf of any company, not just their home company. Can employees submit one expense report and mix companies? What is the best way for employees to submit expenses and tag to a certain company, so that the expense is imported to the correct company's quickbooks?
Best Answers
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Hi @CarmelaB We can definitely support multiple company files. The way this works is you would create a separate policy for each company file and add the employees who need access to each one. When you connect each policy to QuickBooks, you will just need to make sure the correct company file is open and you are logged in as an admin. The permissions granted will tie the company file to the corresponding policy and all expenses submitted under the policy will be exported to that company file.
When syncing or exporting make sure that you have the correct company file open or it will throw an error. This error prevents us from exporting to the incorrect company file.
Also note that you will need the company files to be located on the same server in order to connect to the Expensify Sync Manager with a single token. If you do have company files in different locations, we do have another method for getting each of those connected.
Let me know if you have any questions!
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@CarmelaB You would need to create 13 separate policies. All of these can be created under a single admin account so you would have access to all of them.
Employees would need to submit separate expense reports for each policy in order to have it exported to the correct company file.
Answers
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There are a couple of different ways to handle this. Expensify is not well suited to multiple companies. In fact, after over a year Expensify was never able to get the second company properly working. Way one would be to export everything from Expensify into a comma delineated file and then manually upload into the proper company file. This is tedious but most likely the best bet. Another way would be to create a TOTALLY separate Expensify account for each company. This will require a unique domain for each company. DO NOT have multiple companies as different policies on one account. We were recommended by Expensify to do it that way and it broke everything and they could never properly get it working again. The third way would be considering combining the Quickbooks desktop into one file and just have the different companies set up as customers. I would need to understand more about your situation to know if that is appropriate but it is highly uncommon outside of accounting firms to have that many Quickbooks. Having 13 companies would be one of the situations that may make something like concur a better fit for you. Expensify has a good price and is generally easy to use but it's not well suited to complex situations.
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Thank you, Zil, for your detailed response.
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Hi Nicole - do we need to create 13 separate policies and map to the Company in Quickbooks Desktop, not just the one parent policy? Would employee have to submit multiple expense reports under each policy/Company? All of our Quickbooks Desktop entities are hosted by one 3rd party server.
