Archives For Quickbooks

Dear QuickBooks users, we have important news to share: We’ve taken a stand in the ideological (and business) battle for FREEmium – ensuring that you can use Expensify’s core features for free as long as you want – and because of this, Expensify has been kicked out of the Intuit App Center. But not to worry! We continue to support all versions of QuickBooks, whether online or desktop.

The first question you’re probably asking is, “Am I affected by this?” If you into http://appcenter.intuit.com/ and then connect to Expensify, you’re affected. Or more simply, if you see an Intuit logo in the top righthand corner of any page in Expensify, then you’re also affected and will need to re-connect to Expensify by following the directions below. Otherwise, you’re in the clear!

Important: QuickBooks connections require upgrading to the Team plan or above. If you don’t see Settings > Policies in your Expensify account, then please upgrade.

Remove Your App Center Connection from Expensify

1. Log into your Expensify account and visit Settings Connections.  Click the “delete” button next to your App Center (or Sync Manager) connection. Also make sure to visit Settings > Account > Secondary Logins and delete any secondary logins for “intuit.”

Remove your Intuit App Center connection in Expensify

Delete your App Center (Sync Manager) Connection in Expensify

Fingers crossed! This is hopefully the only step needed to fully disconnect from the App Center! Now we’ll reconnect to Expensify using the Intuit Web Connector (Desktop) or Intuit API (Online).

Reconnect QuickBooks Desktop

1. Initiate your connection to the QuickBooks Web Connector (detailed directions).

Connecting QB Desktop via your Expensify policy

Connect QB Desktop to your Expensify policy

Pro-tips:

  • We recommend creating and initiating your QuickBooks connection via your Expensify policy (Settings > Policies > [Policy Name] > Connections)
  • Also make sure that upon creating the connection, you are logged into QuickBooks using “single-user” mode and that you have full QuickBooks admin rights

Reconnect QuickBooks Online

1. Connect to Intuit’s API (detailed directions). Like QuickBooks Desktop, we recommend creating and intiating your QuickBooks Online connection via your Expensify policy (Settings > Policies > [Policy Name] > Connections).

Connecting QBO via your Expensify policy

Connect QB Online to your Expensify policy

Pro-tips:

  • Make sure to select “No” for login security (which enables you to connect Expensify to your QuickBooks company file)
  • Also verify that you are logged in as the “master account” for QuickBooks Online

Remaining Issues?
We hope that everything has worked flawlessly up until this point. But there’s always a chance that something may go wrong, so we wanted to provide some tips if this is the case:

  • Follow these steps and it didn’t work?  Reboot and try again.
  • Do some accounts not pull into Expensify correctly? If this is the case, then Intuit’s Sync Manager may be interfering with your Expensify connection. For QuickBooks 2010 Release 6 and above, you can clear your sync settings (directions). Or in Sync Manager version 2.6 or above you can remove a company file from the sync list (directions). If you have an older version of QuickBooks or the Sync Manger, you may need to upgrade, and we recommend contacting Intuit about this matter
  • Are your customer/jobs or bank account names missing from your QuickBooks company file? This is likely again the Intuit Sync Manager, and we recommend following the instructions in the paragraph above
  • Have you tried everything else and something still isn’t working? Then you may have to exercise the nuclear option. This option is discussed on the Intuit Community boards (link), and it’s not something we recommend. Only go this route if you don’t use (or intend to use) any other providers from the Intuit App Center: navigate to C:\Program Files\Common Files\Intuit on your Windows computer and rename the folder called “Sync” to “Sync_Disabled”, then reboot your computer.
  • Change your mind and want to use the Intuit Sync Manager after all? See Intuit’s FAQ on everything Sync Manager (link).

If you run into any issues, please email us at help@expensify.com. Thanks for understanding!

Pro Tip Mondays: Webinars!

Omar Al-Agely —  February 14, 2012 — 1 Comment

This week is going to be an unusual Pro Tip Monday… our recent success with weekly Webinars has made us want to do more! We want to find out the relevant topics that we know our amazing users will benefit from (yes, this is going to be one of those blog posts)

We currently have three Webinars that we do every week – one on each Monday, Wednesday and Friday at 11:30am PST. On Monday we go over setup of our most advanced features: GL Mapping, ADP integration, Commercial Card setup and Domain Control. On Wednesday we go over the basics – how to create expenses, create a report and put expenses in the report to then submit to your manager. On Friday, we go over how to setup your company account and also link Expensify with QuickBooks. To register for any of these webinars, just visit our new dedicated webinars page here:

help.expensify.com/webinars

Over the past couple of weeks, our attendance for these Webinars have more than doubled (which is awesome!) and we want to add 2 more to this weekly list.

SO this is where you come in: as our awesome users, what would you like to see? What do you think would be helpful for your company and/or companies like yours to see?

Any and all feedback is welcome!!

As always, if you have any questions, do not hesitate to send us an email: help@Expensify.com

Update 1: If you missed our webinar on Using Expensify, here it is:

Update 2: And if you missed our webinar on Team Plan Setup and Integration with Quickbooks:

Update 3: And if you missed our webinar on Corporate Plan Setup and Integration with Enterprise Accounting:

Recently, I have been receiving a lot of emails asking for help on how to sync Expensify with QuickBooks – so I have the need to re-blog this.In case if you still have questions, we do have a very detailed, step by step guide in our help section as mentioned above (www.expensify.com/help/quickbooks) as well as a weekly Webinar every Friday at 11:30am PST that will go over how to establish this connection and every possible other connection to your account package supported by Expensify. To register for that, click on any of the following links:

 

QuickBooks is an amazingly powerful tool.  It can be configured (and misconfigured) countless ways.  But the high level concept of how to export from Expensify to QuickBooks desktop is relatively straightforward.  There are a bunch of detailed instructions in our help section, but here’s a quick step-by-step guide — feel free to print it out so you can follow along.

Phase 1: Clean up your account
First, if you’ve already started exporting and it’s not working for you for some reason, I suggest cleaning up your account so we can start over from scratch.  Don’t worry: you won’t lose any data or affect your QuickBooks company file or Expensify reports in any way — this just removes any old connections so we can rebuild them from scratch.

  1. Sign in to Expensify using the https://expensify.comlink (eg, do notsign in via Intuit Workplace). This just keeps things easy.
  2. Click “Settings” in the upper right, then “Connections” on the left, and click “delete” next to any existing QuickBooks connections. This won’t affect your data, but it will just disconnect it from your Expensify account.
  3. Remove your “Intuit” secondary login. Just more cleanup. Click “Settings” in the upper-right, then “Account” on the left, and click “[remove]” next to any “intuit” line in the “Secondary Logins” section.

Phase 2: Connect to QuickBooks and export the report
Next, let’s go set up a new connection to QuickBooks using the QuickBooks web connector, and then export our first report.

  1. Shut down QuickBooks, QuickBooks web connector, or essentially anything Intuit or QuickBooks-related on your desktop.
  2. Close all web browsers.
  3. Open a new web browser (I strongly recommend Google Chrome).
  4. Sign in to the Expensify website direct using this link: https://expensify.com
    • Note: Do NOT sign in via Intuit Workplace, Intuit App Center, or by clicking anything inside of QuickBooks. This is an advanced feature.
  5. Click “Reports” at the top of the Expensify site.
  6. Click the name of the report you want to export.
    • If there are no reports here, click “new report” and create one for testing — add at least one expense to it by clicking “new expense”. Basically, expenses needed to be added to a report before they can be exported to QuickBooks.
  7. Click “export to…” along the top.  If there is no “export to…” button:
    • If someone else submitted this to you, click “approve” first, and choose “final approve”.
    • If you created this report, click “archive” first.
  8. Choose the company you want to export to.
    • If no companies are listed, follow these instructions.
    • When done, go back to step (1) and start over.
  9. Review the export options — this explains exactly where the data will be put inside QuickBooks.
  10. Click “export” at the bottom.
  11. Open the QuickBooks company file on your desktop.
  12. Open the QuickBooks Web Connector by clicking “File -> Update Web Services” inside QuickBooks.
    • If it doesn’t open, reboot computer and try again.
    • If it still doesn’t open, call Intuit (888-222-7276).
  13. Verify the Expensify connection is selected.
  14. Click “Updated Selected”
  15. This will cause QuickBooks to connect to Expensify and download the information into QuickBooks. When it reaches 100%, it should be done!

And that should do it.  It’s not exactly a painless process, but it’s an incredibly powerful one!

Lots of exciting things going on at Expensify:

And better tax category support, a new tagging architecture, customizeable report formats, Wells Fargo support, a new blog, iPhone app, and more. If you’re still typing in expense reports by hand, you’re missing out!

What they’re saying:

Word of Expensify’s awesomeness is getting out:

We’ve been working hard so you won’t need to. Please send any questions, comments, or suggestions straight to me (just hit reply), and I’ll take care of it. In the meantime, we look forward to seeing you for your next expense report!

David Barrett (dbarrett@expensify.com, Twitter: @expensify)

Yesterday, at SF New Tech in San Francisco, we publicly announced that we’ve taken on $1M of funding in a seed round.  This is great for us as it means that we’ll be around for a long time to come, and will be able to do much more for our users in terms of delivering the features they want and making expense reports suck even less.

We also announced some new features as well.  First off, we now have a Salesforce application so that Salesforce users can do their expense reports from within the Salesforce website.  This will be a great new feature for people on the go that rely on Salesforce as their CRM system.  Here’s a screenshot of the Salesforce application:

The next new feature that we announced is Quickbooks integration.  We’ve heard from so many of our users that Quickbooks is the accounting solution for their business, so we’re making it as easy as possible to integrate Expensify into your current accounting workflow.

Finally, we’ve also announced a new API for developers.  If you’re a developer and would like to add expense reporting to your website, you can use us as the platform.  We’ve created two ways for you to integrate:

  1. Whitelabel API:  The whitelabel API allows you to include all of Expensify’s functionality onto your own website by including an IFRAME onto your page.  Then we work with you to style Expensify to look like your site using CSS, and it’s all done!  A full expense reporting solution for your users
  2. Web Service API:  The web service API is much like traditional APIs, in that you make requests to our server and we return data to you.  It’s up to you to present this data to the user, so you can make entirely different interfaces than the standard Expensify interface.

That’s all for now, but stay tuned to our blog for new updates to our site as they happen.