diff --git a/docs/articles/new-expensify/connections/quickbooks-desktop/Configure-QuickBooks-Desktop.md b/docs/articles/new-expensify/connections/quickbooks-desktop/Configure-QuickBooks-Desktop.md new file mode 100644 index 000000000000..90d2397e82f7 --- /dev/null +++ b/docs/articles/new-expensify/connections/quickbooks-desktop/Configure-QuickBooks-Desktop.md @@ -0,0 +1,148 @@ +--- +title: Configure-QuickBooks-Desktop.md +description: Learn how to connect and configure your QuickBooks Desktop integration with Expensify to manage imports, exports, and advanced accounting settings. +keywords: [QuickBooks Desktop, Expensify integration, accounting settings, import settings, export settings, QBD, configure QuickBooks Desktop] +--- + +Connecting QuickBooks Desktop to Expensify helps streamline expense reporting, reimbursements, and accounting workflows. This guide walks you through connecting and configuring your import, export, and advanced settings for QuickBooks Desktop. + +--- + +# Step 1: Initial Connection + +**Web/Desktop:** +1. Go to **Settings > Workspaces > [Workspace Name] > Accounting**. +2. Find QuickBooks Desktop in the list of integrations and click **Set up**. +3. You'll receive a Codat link URL that must be opened on the computer where QuickBooks Desktop is installed. +4. Open the provided link on your QuickBooks Desktop computer and follow the connection flow. +5. Once connected, you'll see a syncing screen while information imports from QuickBooks Desktop to Expensify. + +**Mobile:** +Since QuickBooks Desktop is a desktop application, the connection process must be completed on the device that hosts QuickBooks Desktop. If you attempt to connect from a mobile device, you'll see a blocking screen directing you to complete the setup on your desktop. + +--- + +# Step 2: Configure Import Settings + +These steps define how your QuickBooks Desktop data is pulled into Expensify. + +1. Go to **Settings > Workspaces > [Workspace Name] > Accounting**. +2. Click the **Import** tab under the QuickBooks Desktop connection. +3. Choose which coding configurations to import from QuickBooks Desktop. For each configuration, you can manage its import status: + - **Chart of accounts**: Always imported and used as categories in Expensify. + - **Classes**: Can be imported as tags or report fields for class-level tracking. + - **Customers/projects**: Can be imported as tags or report fields for expense-level tracking. + - **Items**: Can be imported and used as tags for itemized coding. + +**Default Settings:** +- Classes are enabled as tags by default +- Customers/projects and Items are disabled by default + +4. **For Classes and Customers/Projects**: Choose whether to import them as: + - **Tags**: Applied at the expense level + - **Report fields**: Applied at the report level + +5. **Control your imports**: + - The interface will show the current import status for each item (e.g., "Imported as categories" or "Not imported"). + - Use the options provided to change these settings. + +--- + +# Step 3: Configure Export Settings + +These settings control how Expensify exports reports and transactions to QuickBooks Desktop. + +1. Under the **Accounting** tab, go to the **Export** section. +2. Configure the following settings: + +**Basic Export Settings:** + - **Preferred Exporter**: Choose a Workspace Admin to automate report exports (defaults to workspace owner). + - **Note**: If exporting company card transactions, the preferred exporter must also be a Domain Admin. + - **Export Date**: Choose **date of last expense** (default), **export date**, or **submitted date**. + +**Out-of-Pocket Expenses:** + - **Export out-of-pocket expenses as**: Choose from: + - **Vendor bill** (default) + - **Check** (includes option to mark as "print later" in QuickBooks Desktop) + - **Journal entry** (not supported if taxes are enabled) + - Select the appropriate bank account for each export type. + +**Company Card Expenses:** + - **Export company card expenses as**: Choose from: + - **Credit card** (default) + - **Debit card** + - **Vendor bill** + - Configure accounts based on your selection: + - **Credit card account**: First credit card account in imported list (default) + - **Debit card account**: First bank account in imported list (default) + - **Accounts payable account**: First Accounts Payable account (for vendor bills) + - **Default vendor**: First vendor in imported list (for vendor bills) + +**Expensify Card Transactions:** + - **Export Expensify Card transactions as**: Typically set to **Credit card**. + - Expensify Card transactions automatically export to an "Expensify Card Liability Account" created with the integration. + +--- + +# Step 4: Configure Advanced Settings + +These options manage syncing behavior, automation preferences, and additional account settings. + +1. Still in the **Accounting** section, select the **Advanced** tab. +2. Review and configure each setting (all default to enabled): + - **Auto-sync**: Enable this for Expensify to automatically sync with QuickBooks Desktop every day. + - **Invite employees**: Automatically invite employees to the workspace. + - **Auto-create entities**: Expensify will automatically create vendors in QuickBooks Desktop if they don't exist already. + - **Sync reimbursed reports**: Automatically sync reimbursed reports. + +3. **Account Selections:** + - **Bill payment account**: Select the account for bill payments (defaults to first option) + - **Invoice collections account**: Select the account for invoice collections (defaults to first option) + +--- + +# Step 5: Export Process + +Due to QuickBooks Desktop being an offline platform, exports are asynchronous: + +1. When you export a report, you'll first see an "export in progress" message. +2. Codat stores the exported information until QuickBooks Desktop is next opened. +3. Once successfully exported to QuickBooks Desktop, you'll receive a completion confirmation. +4. Unlike cloud-based integrations, you won't get direct links to expenses in QuickBooks Desktop due to its offline nature. + +--- + +# FAQ + +## Can I set up the QuickBooks Desktop integration from my mobile device? + +No, the initial connection and most configuration must be done from a desktop/web browser. Since QuickBooks Desktop runs on a desktop computer, the integration setup requires access to that same computer. Mobile users will see a blocking screen directing them to complete setup on desktop. + +## What happens if I try to export a report that's already been exported? + +Expensify will display an alert to help you avoid duplicates in QuickBooks Desktop. + +## Can I use Locations with QuickBooks Desktop? + +No, **Locations** are a QuickBooks Online-only feature. For similar tracking in QuickBooks Desktop, use **Classes** or **Customers/Projects**. + +## Why can't I export as a journal entry? + +If **taxes** are enabled, exporting as a journal entry is not supported. You'll need to switch to exporting as a **check** or **vendor bill**. + +## How do I reconnect if my QuickBooks Desktop integration stops working? + +If you encounter sync errors, you'll see a **Reinstall connector** option that will take you through the Codat connection flow again. This needs to be done on the computer where QuickBooks Desktop is installed, not on mobile. + +## Why don't my exports appear in QuickBooks Desktop immediately? + +QuickBooks Desktop is an offline application, so exports are asynchronous. Codat stores your exported data until you next open QuickBooks Desktop and the Web Connector can complete the sync. + +## Do I need to upgrade to a certain plan to use the QuickBooks Desktop integration? + +Yes. The QuickBooks Desktop integration is available on the **Control** plan. + +## What's the difference between tags and report fields for Classes and Customers/Projects? + +- **Tags**: Applied at the individual expense level, allowing different expenses on the same report to have different values +- **Report fields**: Applied at the report level, meaning all expenses on a report share the same value