Deep Dive: Configure Export Settings for QuickBooks Desktop

Brigid  Bello
Brigid Bello Expensify Team Posts: 77 Expensify Team
edited January 2023 in Deep Dive Docs
There are several settings to configure within our QuickBooks Desktop integration. Here we'll be going over Export Options and the differences between them. 


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 Desktop. 

Use Unique Reference Numbers

Enable this to allow you to use a unique reference number for each transaction. Disable to use the same Report ID for all expenses from a certain report.

Reimbursable expenses

Vendor Bill (recommended): A single itemized vendor bill for each Expensify report. An A/P account is required to export to a vendor bill.  

Check: A single itemized check for each Expensify report.

Journal Entry: A single itemized journal entry for each Expensify report.

Non-reimbursable expenses

Credit Card: Each expense will export as a single credit card transaction with the posting date that appears on your card statement. Expensify pro-tip: If you want the payee field for Credit Card expenses in QuickBooks Desktop to show the merchant name, a matching Vendor must exist in QuickBooks. 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. 

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

Debit Card: Expenses will export as a single-itemized check for each Expensify report. The check is written to the "vendor" which is the individual who created/submitted the report in Expensify. 

Vendor Bill: A single itemized vendor bill for each Expensify report. The bill is associated with the "vendor" which is the individual who created/submitted the report in Expensify. 

Billable Expenses

Expenses can be marked as billable in Expensify which will export to QuickBooks Desktop with the billable flag. To fully take advantage of this functionality, any expense marked as billable must have a Customer/Job associated with it.

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