QuickBooks is by far the most popular small business accounting software out there and is used by quite a few Expensify users. We wanted to take a moment to outline some best practices for the large constituency of QuickBooks accountants using Expensify.
Best practice #1: Export reports after reimbursing
If your company does reimbursement through Expensify, we recommend exporting reports after they have been reimbursed. This way the information that is reflected is most up-to-date and accurate. Otherwise, you will end up with a bunch of payables in QuickBooks that you will need to go in and manually reconcile.
Best practice #2: Remove any remnants of the Intuit App Center
Expensify used to offer the option to integrate with QuickBooks through the Intuit App Center. We recently discontinued this integration, so it is important to remove any remnants of this from your Expensify account. This includes deleting any secondary logins associated with the app center.
Best practice #3: Deleting and re-adding your connection
Whenever having problems with your QuickBooks connection in Expensify, the first thing to try is always to delete and re-add the connection. Sometimes the Intuit auth-token can timeout, causing the connection to break. In this scenario, simply deleting and re-adding the connection will fix the problem.
Additionally, in the case that there is a real problem, this allows us to identify and remedy any possible issues more quickly. When diagnosing issues in the integration, we need to start with a clean slate provided by readding the connection.
Best practice #4: Use customers/jobs for tags with billable expenses
If your company has billable expenses, you will want to use customers/jobs as tags. Expensify won’t be able to export billable expenses to QuickBooks unless there is a customer/job associated with each expense, so we recommend enabling customers/jobs as tags.
That’s it for today! As always, if you have any questions about anything QuickBooks related, please do shoot us an email at firstname.lastname@example.org.
I’m curious why you decided to remove your integration with the Intuit App Center?
Intuit took issue that we were a free product so we parted ways.
David wrote up a post on a subject you can view here: https://blog.expensify.com/2012/07/18/remove-intuit-sync-manager/