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Deep Dive: Configure Coding Settings for QuickBooks Desktop

Brigid  BelloBrigid Bello Expensify Team Posts: 77 Expensify Team
edited December 2019 in Deep Dive Docs
The Coding tab is where your information is configured for Expensify. This will allow employees to code expenses and reports accurately. These settings can all be found by going to Settings > Policies > Group > [Policy name] > Connections > Configure > Coding


Expensify's integration with QuickBooks automatically imports your Chart of Accounts from QuickBooks as Categories in Expensify. 

  • After connecting, go to Settings > Policies > Group > [Policy Name] > Categories to see the accounts imported from QuickBooks Desktop.
  • Use the enable/disable button to choose which Categories to make available to your employees and set Category specific rules via the blue settings cog. Expenses can be automatically categorized to expense categories using Auto-Categorization. 
  • If necessary, edit the names of imported Categories to make expense coding easier for your employees. (Please Note: If you make any changes to these accounts in QuickBooks Desktop, the category names on Expensify's side will revert to match the name of the account in QuickBooks Desktop the next time you sync).  
  • If you use Items in QuickBooks Desktop then you can also import them into Expensify as Categories.

Please note that each expense has to have a category selected in order to export to QuickBooks Desktop. The selected category has to be imported from QuickBooks Desktop and cannot be manually created within the policy settings. 


Classes can be imported from QuickBooks as either tags (line-item level) or report fields (header level).


Customers/Projects can be imported from QuickBooks as either tags (line-item level) or report fields (header level). If you are using Billable Expenses in Expensify, Customers/Projects must be enabled. Expenses marked as "Billable" must be tagged with a Customer/Project in order to export to QuickBooks. 


Items can be imported from QuickBooks as categories alongside your expense accounts.

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