How do we change what account types are imported into Expensify from QuickBooks?

royk

How do we change what account types are imported into Expensify from QuickBooks? I'd like to import Long-Term Liabilities as a category, as a few of our monthly expenses fall into this category and those expenses keep generating violations since I can't currently categorize them correctly.

I found this list of account types from QuickBooks and their purposes in Expensify from another thread, but don't have visibility on how to change their import settings:

Expense — Pull in as categories

Cost of Goods Sold — Pull in as categories

Other Current Assets — All detail types pull in as categories or Journal Entry export options

Bank — All detail types pull in as Debit Card and Check export options

Fixed Assets — All detail types pull in as categories

Other Assets — Do not import

Accounts Receivable — Do not import

Accounts Payable — Vendor Bill or Journal Entry export options

Credit Card — Credit Card export options

Other Current Liabilities — All detail types pull in as export options when exporting as a Journal Entry

Long-Term Liabilities — Do not import

Accumulated Adjustment — Do not import

Equity — Do not import

Income — Do not import

Other Income — Do not import

Other Expense — All detail types EXCEPT Exchange Gain or Loss import in as categories; Exchange Gain or Loss does not import

Thank you.

John Schuster

Hey there @royk! Thanks for chiming in on the Community! Those accounts are not supported in the API connection with QuickBooks Online, so unfortunately, you won't be able to enable them.

Can you help us understand a bit more about why you need to import Long-Term Liabilities? Is there no other account that would serve your purposes?

royk

Our accountants manage our QuickBooks account, and they've classified our monthly company car payments as LT Liabilities.

For day-to-day expenses, they rely on our employees to help categorize and label expenses and track receipts using Expensify, which then gets reconciled with QuickBooks.

For the monthly expenses that our accountants have categorized and labeled within QuickBooks, I want to make sure that our labeling in Expensify matches and doesn't cause issues when syncing back with QuickBooks.

What's the best way to do that if Expensify can't pull the full list of categories?

Jeremy Boniface

@royk You'd need to create a different account as a valid account-type in order to track this, ultimately. I'm not sure if there is, but there might be a way to map an expense type account to a LT liability account, which would be the best solution if possible. Otherwise, those types of expenses would need to be tracked outside of Expensify, or recategorized within QBO post-export.

royk

Hi @Jeremy Boniface

Thanks for the response. For creating those account types, I'm assuming that needs to be done in QBO? At least within Expensify, I'm unable to create any new/custom categories as they're all just synced from QBO.

Jeremy Boniface

Yes -- that's correct, I meant in QBO!

royk

Okay @Jeremy Boniface I'll see if we can solve this on the QBO side, thanks.

Jeremy Boniface

Sounds good!

D_Unearth

When it says Journal Entry rather than category under Other Current Liability, how is that done if it's not a category to choose from?

Ariel Green

@D_Unearth It would be an account you select via Settings > Policies > Group > [Policy Name] > Connections > Accounting Integrations > QuickBooks > Configure. It would be the account to which all reports export — in other words, you would not be able to choose it per-report or per-expense.