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Deep Dive: Configure Export Settings for QuickBooks Online

Alejandro Paz
Alejandro Paz Expensify Team Posts: 83 Expensify Team
edited March 11 in Deep Dive Docs

Overview

There are a lot of features within our QuickBooks Online integration, and here I'll specifically be going over Export Settings and how to configure them. 

Preferred Exporter:

Any policy admin can export to QuickBooks Online, but only the preferred exporter will see reports that are ready for export in their Inbox.

Date: 

Choose either the report's submitted date, the report's exported date, or the date of the last expense on the report when exporting reports to QuickBooks Online. 

Note that if you choose Credit Card or Debit Card for non-reimbursable expenses, we'll use the transaction date on each expense during export. For all other selections (Check, Journal Entry, and Vendor Bill) the date selector is used.

Reimbursable expenses 


Reimbursable expenses export to QuickBooks Online as:

  • Vendor Bills

  • Checks

  • Journal Entries

Vendor Bill (recommended)

This is a single itemized vendor bill for each Expensify report. If this period is closed, we will post the vendor bill to the first day of the next open period. If you export as Vendor Bills, you can also choose to Sync reimbursed reports (set on the Advanced tab). An A/P account is required to export to a vendor bill. Here is a screenshot of how your expenses map in QuickBooks.


Check

This is a single itemized check for each Expensify report. You can choose to mark a check to be printed later in QuickBooks Online.


Journal Entry

This is a single itemized journal entry for each Expensify report.


Non-reimbursable expenses


Non-reimbursable expenses export to QuickBooks Online as:

  • Credit Card expenses

  • Debit Card Expenses

  • Vendor Bills

Credit/Debit Card

Each expense will export as a single bank transaction with the posting date that appears on your bank statement. 

For allocations, if you split an expense in Expensify, we will create a single credit card transaction in QuickBooks with multiple line items posting to the corresponding GL accounts.

Expensify pro-tip: If you want the payee field for Credit Card expenses in QuickBooks Online to show the merchant name, a matching Vendor must exist in QuickBooks Online. Expensify looks for an exact match when exporting and if it can’t find a match, the payee gets mapped to a Credit Card Misc. vendor that we create. More information can be found here.


If you are centrally managing your company cards through Domains, you can export expenses from each individual card to a specific account in QuickBooks (detailed instructions here).

Vendor Bill

This is a single itemized vendor bill for each Expensify report. If this period is closed, we will post the vendor bill to the first day of the next open period. If you export non-reimbursable expenses as Vendor Bills, you can choose to apply a Default vendor to the bill.

If you have Default Vendor enabled then the vendor for the export will be set to your default vender. If Default Vendor is disabled then the report's submitter will be set as the Vendor in QuickBooks.

Billable expenses

Expenses can be marked as billable in Expensify which will export to QuickBooks Online with the billable flag. This will only happen for expenses exported as Vendor Bills or Checks. To fully take advantage of this functionality, any expense marked as billable must have a Customer/Job associated with it.

Export Invoices To

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If you are creating Invoices in Expensify and exporting these to QBO, this is the account the invoice will appear against.

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