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Paying multiple expense reports as 1 ACH

shartfordshartford Expensify Customer Posts: 3

I would like to suggest the option to pay multiple expense reports for the same person with 1 ACH. This would be very useful if we only want to pay expenses to our employees once a month, but we have to bill our clients weekly. This also fixes the issue of transaction date being the bill date. If we require our employees to submit 1 expense report per date, the bill date would also be the transaction date within Quickbooks. This is key when giving detailed billing to clients. Because there can only be one bill date in Quickbooks, we have to sacrifice the transaction date when exporting a weekly expense sheet.

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Understanding the Issue · Last Updated

Comments

  • Christina DobryzynskiChristina Dobryzynski Expensify Success Coach - Admin, Expensify Team Posts: 200 Expensify Team

    Welcome to the Community, @shartford! That's a very intriguing Idea!!

    It is an option for your employees to submit 1 report a month with Scheduled Submit. Scheduled Submit can be enabled on the group policy level at Settings > Policies > Group > [Policy Name] > Reports.

    When Scheduled Submit is enabled at a monthly frequency, all expenses created over the span of a month will be added to a single expense report. If there are no violations on the report, it will automatically submit to the manager for review/approval. This means you can approve/reimburse all monthly expenses at once.

    Would this solve the issue you're having? Let me know if you have any questions about Scheduled Submit!

  • shartfordshartford Expensify Customer Posts: 3

    Thank you for this information. This doesn't help my situation, because our goal is to have 1 transaction date per bill when exporting to Quickbooks Desktop. This is because we need detailed transaction dates for our client invoices. If we could pay more than 1 expense in a single ACH transaction, then we could ask our employees to submit 1 report per day. We don't want to pay out daily, as that is a lot of ACH transactions to reconcile. We realize the date issue is a constraint of Quickbooks, but trying to find a work around. thanks!

  • Cortney OfstadCortney Ofstad Expensify Success Coach - Admin Posts: 117 Expensify Team

    Hi @shartford! To confirm, when you export to QuickBooks Desktop, are you exporting as a vendor bill? If so, this will only use a single transaction date, regardless of how many expenses are on the bill.

    Our QBD connection for vendor bills uses one of the date options listed below:

    • Date of last expense
    • Submitted date
    • Exported date

    Whether there are 15 expenses on a report, or just one expense on a report, we use one single date on a single line item entry per report when exported to QBD. More information on this is found here.

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