QuickBooks Desktop

Overview

Link ExpenseBot to your QuickBooks install (Windows, Versions 2009 and newer) and eliminate the need to import or export data between systems. Requires the use of the Intuit web connector and a little finesse to set up.

ExpenseBot supports two common QuickBooks conventions: the  Employee/Bill configuration and the Vendor/Check configuration.

Note:  ExpenseBot expects that your company will have at least one default  Bank configured in your QuickBooks installation.  Any synced expenses will be applied against that default bank.

What Data does ExpenseBot Send/Receive from QuickBooks?

Once you sync your account, approved expense reports are automatically sent to QB as split items within a check or bill (individual transactions). Each transaction has a corresponding GL code and vendor or employee. This integration allows you to easily reimburse vendors or employees using QB's check register function.

In addition, ExpenseBot automatically imports your company's Expense Categories/GL codes from QB and keeps them in sync if you make changes to your GL structure within QuickBooks.

Installation

On your Windows machine where QuickBooks is installed, visit  https://app.expensebot.com and login as an administrator of the ExpenseBot account you wish to integrate with.

Go to  https://app.expensebot.com/#/admin/integrations and click on the add button to start the QuickBooks Integration process.

You'll be presented with some information and a choice:

Here is where you'll select the item that aligns with your company's QuickBooks configuration.

About the Configuration Choices

Checks and Employees

If your company tracks Employees in QuickBooks and reimburses with company money using Checks, select Checks and Employees. 

Please note: It is important that your company's ExpenseBot users are matched to the Employee listings in QuickBooks.

At a minimum, the sync process expects QuickBooks Employees and ExpenseBot Users to share the following criteria:

  • First Name
  • Last Name
  • Main E-mail Address
  • Employee ID (optional)

See  this article for information on how to set up ExpenseBot Users.  For information on setting up QuickBooks Employees, check the QuickBooks documentation.

Bills and Vendors

If your company tracks Vendors in QuickBooks, and reimburses those vendors with Bills, select Bills and Vendors.  

Please note:  It is important that your company's ExpenseBot users are matched to your Vendor listings in QuickBooks.

At a minimum, the sync process expects QuickBooks Vendors and ExpenseBot Users to share the following criteria:

  • First Name
  • Last Name
  • Main E-mail Address
  • Employee ID (optional)

See  this article for information on how to set up ExpenseBot Users.  For information on setting up QuickBooks Vendors, check the QuickBooks documentation.

ExpenseBot will first try to sync QuickBooks vendors to ExpenseBot users by AccountName to Employee ID. If that doesn't exist, then it tries based on email of vendor and the email of the user. Lastly, we try to align them based on vendor name to ExpenseBot user's full name (first and last together).

Make your selection from the dropdown provided, and click on the "Save Integration" button.Make sure to have your install of QuickBooks up and running on your PC.

Now click on the "Download Web Connector" link and run the .qwc file after it downloads. 

Please note: you must be authenticated as an Administrator of the QuickBooks company in order to install this WebConnector integration.  If you are not an administrator you will likely see an error labeled QBWC1039, which indicates insufficient privileges for installation of our integration.

You will see a window pop up that will ask if you want to authorize ExpenseBot to send expense report item details and to receive your chart of accounts. 

Click "OK" and next you will see the QuickBooks Web Connector window with the ExpenseBot integration added. Please grant read/write access if QuickBooks prompts you to give permission to the ExpenseBot Web Connector.

You will need to click on the checkbox for the ExpenseBot application and set your ExpenseBot password for the admin user who created the integration with ExpenseBot. Then click on the "Update Selected" button to start the web connector.

 

When the web connector completes. It will show a Total Progress of 100% and should not have any errors.

Reimbursing With QuickBooks

To send expense reports to QuickBooks you should select the "Accounting System" payment method option when reimbursing them in ExpenseBot. This will put the expense report in the "Pending Payment" status. 

 For the Checks and Employees Configuration:

Imported expense reports will show up in the Check Register in QuickBooks. Expense reports stay in the "Pending Payment" status until the checks have been printed or paid in QuickBooks. Click on "Edit Transaction" in order to see the details of the check and to mark it as paid.

To update the expense report from the "Pending Payment" status to "Reimbursed" in ExpenseBot, you must clear the "To be printed" check box in QuickBooks.

For Bills and Vendor Configuration:

Imported expense reports will show up in the 'Pay Bills' dialog of QuickBooks.  Expense Reports will remain in Payment Pending status until the integrating administrator pays the bill item in QuickBooks.

Select the bill entry and click on 'Go to Bill':

To update the expense report from the "Pending Payment" status to "Reimbursed" in ExpenseBot, you must click the "Pay Bill" button in QuickBooks and complete the payment process.

The web connector will default to run every 60 minutes and will sync any payment pending or reimbursed expense reports with ExpenseBot. It will also sync any chart of accounts changes within QuickBooks to ExpenseBot.

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