Deep Dive: How to avoid credit card duplicates in QuickBooks Online

Sheena TrepanierSheena Trepanier Expensify Success Coach - Admin Posts: 2,150 Expensify Team
edited February 26 in Deep Dives
When importing a banking feed directly into QBO while simultaneously importing transactions from Expensify, there is a potential for duplicate transactions to appear in QuickBooks. 

To avoid this, you'll need to make sure reports are exported from Expensify prior to importing the banking feed in QBO.

Step 1: Complete the approval process in Expensify

(For a more in-depth explanation of Approval Workflows, take a look at the Approval Workflow help doc.)

In order to export any expenses to QBO, they must first be added to a report and the report must be approved. Depending on how you have set up your policy, reports may require the approval of one person or multiple people. Ultimately, the approval process will be completed once the last user who views the report selects Final Approve:

Step 2: Export Reports to QuickBooks Online

For expenses exported from Expensify to match within the QuickBooks Banking platform, you need to make sure that 1) these expenses are marked as non-reimbursable within Expensify and 2) you select "Credit Card" as your non-reimbursable export option:

(For a more in-depth explanation of available export options, take a look at the QuickBooks Online: Export Options post.)

If you have Auto-Sync enabled, once the report is final approved, Concierge will export it to QBO automatically. If you aren't using Auto-Sync, you will need to manually export the report. Once the reports have been exported, you will see a QBO symbol next to the report:

Step 3: Import your credit card transactions into QuickBooks Online

Once Step 1 and 2 are complete, you are now ready to add your credit card transactions into QBO. The imported banking transactions will match up with the transactions imported from Expensify. QBO will prompt you to match the transactions, similar to the example below:

Completing the import steps in this order will avoid duplicate transactions in QBO.

Have a question or want to know more? Start a discussion here!

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