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Connect your New Expensify workspace to QuickBooks Online for seamless expense management and automatic syncing of categories, classes, customers, and tax codes.

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Setup

1

Connect to QuickBooks Online

Navigate to Workspace Settings > Accounting and select QuickBooks Online
2

Authenticate

You’ll be redirected to QuickBooks to authorize the connection
3

Configure Import Settings

Choose what data to import from QuickBooks (accounts, classes, customers, locations, taxes)
4

Configure Export Settings

Set up export preferences for out-of-pocket expenses, invoices, and company cards
QuickBooks Online doesn’t support Expensify Taxes. When you connect to QBO, taxes are automatically disabled in your workspace.

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Connection Flow

The connection process is handled by the ConnectToQuickbooksOnlineFlow component: 
// Source: src/components/ConnectToQuickbooksOnlineFlow/index.tsx
function ConnectToQuickbooksOnlineFlow({policyID}: ConnectToQuickbooksOnlineFlowProps) {
    const {environmentURL} = useEnvironment();

    useEffect(() => {
        // Since QBO doesn't support Taxes, we should disable them from the LHN when connecting to QBO
        PolicyAction.enablePolicyTaxes(policyID, false);
        Link.openLink(getQuickbooksOnlineSetupLink(policyID), environmentURL);
    }, []);

    return null;
}

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Import Settings

Configure what data to import from QuickBooks Online:

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Chart of Accounts

Import your QuickBooks chart of accounts as expense categories in Expensify. 
// Source: src/pages/workspace/accounting/qbo/import/QuickbooksImportPage.tsx
const sections: QBOSectionType[] = [
  {
    description: translate('workspace.accounting.accounts'),
    action: () => Navigation.navigate(ROUTES.POLICY_ACCOUNTING_QUICKBOOKS_ONLINE_CHART_OF_ACCOUNTS.getRoute(policyID)),
    title: translate('workspace.accounting.importAsCategory'),
    subscribedSettings: [CONST.QUICKBOOKS_CONFIG.ENABLE_NEW_CATEGORIES],
  },
  // ...
];

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Classes

Import QuickBooks classes as:
  • Tags: For expense-level categorization
  • Report Fields: For report-level categorization
  • Not Imported: Skip classes

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Customers

Import QuickBooks customers as:
  • Tags: For expense-level assignment
  • Report Fields: For report-level assignment
  • Not Imported: Skip customers

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Locations

Import QuickBooks locations (if multi-location is enabled) as:
  • Tags: For expense-level tracking
  • Report Fields: For report-level tracking
  • Not Imported: Skip locations
If you have the line items restriction for locations, they must be imported as Report Fields, not Tags.

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Taxes

For non-US QuickBooks accounts, you can import tax rates: 
// Source: src/pages/workspace/accounting/qbo/import/QuickbooksImportPage.tsx
if (policy?.connections?.quickbooksOnline?.data?.country !== CONST.COUNTRY.US) {
  sections.push({
    description: translate('workspace.accounting.taxes'),
    action: () => Navigation.navigate(ROUTES.POLICY_ACCOUNTING_QUICKBOOKS_ONLINE_TAXES.getRoute(policyID)),
    title: translate(syncTax ? 'workspace.accounting.imported' : 'workspace.accounting.notImported'),
    subscribedSettings: [CONST.QUICKBOOKS_CONFIG.SYNC_TAX],
  });
}

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Export Settings

Configure how expenses are exported to QuickBooks Online:

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Preferred Exporter

Choose which workspace admin’s credentials are used for exporting: 
// Source: src/pages/workspace/accounting/qbo/export/QuickbooksExportConfigurationPage.tsx
{
  description: translate('workspace.accounting.preferredExporter'),
  onPress: () => Navigation.navigate(ROUTES.POLICY_ACCOUNTING_QUICKBOOKS_ONLINE_PREFERRED_EXPORTER.getRoute(policyID)),
  title: qboConfig?.export?.exporter ?? policyOwner,
  subscribedSettings: [CONST.QUICKBOOKS_CONFIG.EXPORT],
}

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Export Date

Choose which date to use when exporting expenses:
  • Date Created: When the expense was created
  • Date Exported: When the expense is exported
  • Date Submitted: When the report was submitted

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Out-of-Pocket Expenses

Export reimbursable expenses as:
  • Check: For reimbursement tracking
  • Journal Entry: For accounting entries
  • Vendor Bill: For accounts payable

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Invoices

Select which QuickBooks account to use for invoice receivables: 
// Source: src/pages/workspace/accounting/qbo/export/QuickbooksExportConfigurationPage.tsx
{
  description: translate('workspace.qbo.exportInvoices'),
  onPress: () => Navigation.navigate(ROUTES.POLICY_ACCOUNTING_QUICKBOOKS_ONLINE_INVOICE_ACCOUNT_SELECT.getRoute(policyID)),
  title: qboConfig?.receivableAccount?.name,
  subscribedSettings: [CONST.QUICKBOOKS_CONFIG.RECEIVABLE_ACCOUNT],
}

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Travel Invoicing

For workspaces with travel invoicing enabled, configure the payable account: 
// Source: src/pages/workspace/accounting/qbo/export/QuickbooksExportConfigurationPage.tsx
...(isTravelInvoicingEnabled
  ? [
      {
        description: translate('workspace.qbo.travelInvoicing'),
        onPress: () => Navigation.navigate(ROUTES.POLICY_ACCOUNTING_QUICKBOOKS_ONLINE_TRAVEL_INVOICING_CONFIGURATION.getRoute(policyID)),
        title: travelPayableAccount?.name,
        subscribedSettings: [CONST.QUICKBOOKS_CONFIG.TRAVEL_INVOICING_VENDOR, CONST.QUICKBOOKS_CONFIG.TRAVEL_INVOICING_PAYABLE_ACCOUNT],
      },
    ]
  : [])

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Company Card Expenses

Export company card expenses as:
  • Credit Card: Match to specific cards
  • Debit Card: For debit transactions
  • Vendor Bill: For non-reimbursable bills

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Expensify Card

Expensify Card expenses are automatically exported as credit card transactions.

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Advanced Settings

Enable automatic syncing to keep data up-to-date between Expensify and QuickBooks:
  • Sync frequency (daily, weekly, monthly)
  • Sync preferences (categories, classes, customers, etc.)
Choose between Cash or Accrual accounting method for exports
Select the default QuickBooks account for invoice exports

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Troubleshooting

Common Issues:
  • Connection expired: Re-authenticate with QuickBooks
  • Missing accounts: Ensure accounts are active in QuickBooks
  • Export errors: Check that the preferred exporter has admin access

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Best Practices

  1. Regular Syncing: Enable auto-sync for real-time data updates
  2. Consistent Mapping: Use the same export settings across similar workspaces
  3. Review Before Export: Check expense reports before exporting to QuickBooks
  4. Test First: Use a test QuickBooks company file when setting up

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Support

For QuickBooks Online integration support, contact Expensify Concierge or visit the QuickBooks integration help center.

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