employees creating rules which don't match with quickbooks transactions
Hi there,
Having problems with the Rules on Expensify. As far as I know an employee can only create a rule based off the changes they are making to a transaction in their expense report (as a manager I can't do this for them when editing an expense). The problem is in order for the expense to match to the expense in Quickbooks online when its transferred across, the vendor name has to appear exactly the same as how it appears in quickbooks. My question is how is an employee meant to know exactly how the vendor is setup/written in quickbooks when creating this rule? They don't have access to this information and I know that even a slight difference like a capital letter in how they name the Vendor could then cause a duplicate expense in Quickbooks instead of matching it to the correct expense?
Any advice would greatly appreciated as this problem is going to prove to be very time consuming.
Thanks!
Samantha
Best Answers
-
Hi @Samantha! Because expense rules are our only work around for matching vendors, we generally recommend that you create a list of rules that need to be created and send an email out to your employees to create these. They don't have to be editing an expense to do this. If they log onto the website and go to Settings > Account > Expense Rules, they can create the rules manually.
The way I usually format this email is; I start with an example:
Create Rule > If merchant contains: Amazon, then change Merchant Name to Amazon > Save
I follow this up with a list of vendors you want your employees to create rules for.
I really hope this helps! Let me know if you have any questions!
-
You're very welcome. I'll make sure to let you know once we do have a solution for this. Let me know if you have any questions!
Answers
-
ok noted and this makes sense. I guess the other way to do it is to have the employee not create any rules and then I will create all the rules on my end so when an employee sends through their expense report my rules will apply to their expenses correct?
-
@Samantha Unfortunately, expense rules only apply to your own expenses. We are looking into possible adding these at the policy level so they can be set by an admin but there is a lot of research and work that goes into moving a feature like expense rules. For now, each employee will have to add them.
-
oh ok, to be able to apply them at a policy level would be so helpful. Less data entry that the employee has to do and less mistakes.
Is their a function that allows you to share rules with another employee, so if I make a rule I can share it with an employee and they can use the same rule for their expenses? -
There isn't a feature to share them either. This is definitely an issue we've been working to resolve. I would create a rule and screenshot it for the example to send to employees. The only other real option would be to ask employees for co-pilot access to their accounts and that would allow you to create the rules for them. That would be a lot of repetitive work for you sadly so it's not usually something I recommend.
-
ok noted, thanks for your help