QuickBooks and Expensify App Integration

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Expensify is a receipt and expense management software and was designed to replace hard to use expense reports that were commonplace during its inception.

With various functionalities such as ‘one-click’ receipt scanning, company card reconciliation, automatic approval workflows and automatic accounting syncs, keeping track of expenses is easier than ever.

For more information on Expensify if this is your first time hearing of it or if you need to refresh your knowledge of the software, please visit the Expensify website at https://use.expensify.com/

Now, if you are reading this document, we’ll assume that you already have an Expensify account and are looking to sync it with your QuickBooks Accounting software.

How to integrate Expensify with QuickBooks

Step 1

Log into your Expensify account.

Step 2

Make sure your pricing plan is a ‘Collect’ or ‘Control’ Pricing plan.

Collect or ‘Control Pricing plan.

Step 3

Once selected, you will then be able to enter the Settings/Policies tab and then choose your company name under the group Section.

Choose your company name under the group Section

This will open more settings on the left from which you will need to choose the connections option. From here, you will need to select the app you wish to integrate with from the list. In this case, QuickBooks.

Select the app you wish to integrate with

Step 4

Clicking the ‘Connect to QuickBooks’ link will open the QuickBooks Login Page where you will need to log in. Once logged in, Expensify will ask you to connect to QuickBooks and will then open the sync options when you have confirmed the connection.

Export Quickbooks Settings
Coding Quickbooks Settings
Advanced Quickbooks Settings

Step 5

Clicking save, will finish off the connection process.

Step 6

You now need to check if the connection is showing in QuickBooks. Log back into your QuickBooks account and go to the Overview tab. Here you can see the apps connected to QuickBooks. If you wish to disconnect the app, you will need to go into Expensify and disconnect from the connections tab. Congratulations, you have now integrated Expensify with your QuickBooks account.


How QuickBooks is affected by the integration and the double entries involved

Expensify lists the changes it will make in QuickBooks as the following adjustments. We have chosen the easiest to use. If you are interested in the other options, please feel free the contact your account manager.

1. Export reimbursable expense as – Vendor Bill

This will create a purchase bill in QuickBooks that is awaiting payment. The double entry is;

  • DR Expense
  • DR VAT
  • CR Liability Account

2. Export non-reimbursable expense as – Debit Card

  • DR Expense
  • DR VAT
  • CR Bank Account

When you have the outgoing money transaction to reconcile in Quickbooks, you can match it against this transaction.

We are Fusion Accountants for Quickbooks in London, helping businesses grow through technology.