How-to: Connect your policy to QuickBooks Online

Stevie LaFortune
Stevie LaFortune Expensify Team, Expensify Student Ambassador Posts: 240 Expensify Team
edited May 2022 in How-to Docs

Seamlessly import your expense accounts and other data into Expensify and export your reports to QuickBooks.


The QuickBooks Online integration is limited based on the QuickBooks Online version 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.

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 set up 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 need to be entered.

Step 2: Connect Expensify and QuickBooks Online

To connect, navigate to Settings > Policies > Group > [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):

Once you connect QuickBooks Online to Expensify, you might get a prompt asking you to export all historical reports in Expensify.

You can bulk export reports to QuickBooks Online from the web's Reports page. Click the checkbox to the left of each report you want to export and choose Export To choose QuickBooks Online from the drop-down list.

If you don't want to export certain reports, you can click Mark as manually entered on the report.

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