Limiting which Categories are visible to employees
We use quickbooks online and wanted to use expensify for matching expenses between our credit card and projects. We don't necessarily want all employees that use expensify for projects to have access to our full chart of accounts since that contains sensitive information. How can we limit what employees see to just what they need to see for their expense matching?
Answers
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New Expensify user here with Quickbooks Desktop ... just managed to sync up but would also like to know how to limit the accounts to just T&E, not the full Chart of Accounts
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I think the correct question is "how do we hide categories?"
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@AndrewC - just realized how to disable the GL accounts so that they are invisible to employees. You have to slide the green bubble to the left (so it is grey) ... employees cannot see this GL account.
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Nice job, everyone! Disabling policy settings like specific categories will prevent those options from being visible to the employees entirely. If you've run into any trouble with this topic or anything else, please don't hesitate to reach back out!
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Thanks everyone!
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I have a question about this too... I am the final approver for the corporation, and in charge of all corporate expenses so sometimes I need ALL the COA's I have available... How do I limit some to my employees without disabling them for me as well?
Thanks!
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Hi @TylerNLosAngeles! Because a policies list of categories is applied to all users on the policy. There is no way, within a single policy, to make some categories disabled for users only and leave them available for admins. Can you tell me a bit more about why you need to have all of them available even though employees won't be using them?
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Sure! I need most of them to categorize ADMIN and OVERHEAD expenses and such... They will only need those expenses that are pertinent to the Field Teams... (much fewer COAs needed for those) Does that make sense?
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@TylerNLosAngeles I wonder if setting up multiple polices and separating these users would work for you. This way, you can set separate rules and category options for each group of users. There is no extra charge for multiple policies since our billing is user based.
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OHHH! ... so different users have different policies with the different COAs they need... That could absolutely work! Not sure I know how to do that... I'll have to give that a looksie!
Thank you!
Tyler
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Just wondering too, do those Policies integrate into QuickBooks online (as long as the COAs are the same) just like mine do now???
Thank you!
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And while I've got you... what does Quickbook Online need from Expensify as far as COAs so that they match up in QBO? just the number? or does the name info have to be the same??? Thank you!
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Matt Moore Expensify Customer, Expensify Success Coach - Admin, Expensify Team, Expensify Student Ambassador Posts: 132 Expensify TeamOptions
@TylerNlosAngeles When you connect a policy to your accounting software, we'll pull in your entire chart of accounts.
That means they will always match, because any changes you make in QuickBooks will always be reflected in Expensify. It also means that if you are using an accounting integration in Expensify, categories, tags, and report fields must be added and/or modified on the accounting side first and synced to your Expensify settings.
Let me know if you have any questions about this!