Deep Dive: Using Expense Rules to vendor match when exporting to an accounting package

Sheena Trepanier
Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
edited June 2021 in Deep Dive Docs
When exporting non-reimbursable expenses to your connected accounting package, the payee field will list "Credit Card Misc.", if the merchant name on the expense in Expensify is not an exact match to a vendor in the accounting package.

When an exact match is not available, "Credit Card Misc." is used to prevent multiple variations of the same vendor (e.g. Starbucks and Starbucks #1234, as is often seen in credit card statements) from being created in your accounting package.

To have a different vendor listed, you can change the merchant name in Expensify to be an exact match to the appropriate vendor entry in the accounting package. 

  • For repeated expenses, the best practice is to use Expense Rules, which will automatically update the merchant name without having to do it manually each time. 

This only works for connections to QuickBooks Online, Desktop, and Xero. Vendor matching cannot be performed in this manner for NetSuite or Sage Intacct due to limitations in the API of the accounting package.

Setting up an expense rule for repeat merchants will provide time-saving benefits of automation, ensuring the merchant name matches and expense coding is started.