Integrating Expensify with QuickBooks Desktop and Online

7 min readOct 7, 2022

To access several features, businesses choose to connect their QuickBooks and Expensify accounts. It has been discovered that integrating Expensify with QuickBooks Online and QuickBooks Desktop results in features like real-time syncing, easier reporting, etc. Applications like Expensify Sync Manager may be the best for syncing the software and locating these features. Additionally, this integration can be carried out immediately by logging into the accounting software or expense-tracking platform.

You can read this page to learn more about QuickBooks and how it works with Expensify. You can examine the procedures for integrating the platform with QuickBooks, QuickBooks Online, QuickBooks Desktop, etc. You can also consider the benefits and features of this integration.

What is Expensify QuickBooks Integration?

Integrating QuickBooks and Expensify can be helpful if you use both at the same time. The successful tying together of the two accounts on both platforms is the definition of this integration. Expensify’s connection with QuickBooks can save time and introduce users to new services for both small and big businesses.

How do you Integrate Expensify with QuickBooks?

Through the expense-tracking website, QuickBooks and Expensify can be integrated. You can log into Expensify and select the best plan after doing so. Open Expensify’s Settings/Policies after that. Using the Group Section, you can include the name of your business. You can select QuickBooks in Connections and start the synchronization there.

Scroll down below to find more steps describing how Expensify integrates with QuickBooks.

First, you have to open Expensify and then sign in to your account on it.
With respect to pricing choose one of the following plans:

Control
Collect

Then you have to visit either Policies or Settings.
Select your company’s name by group section.
Use Connections from the additional settings.
From the applications displayed in the list pick QuickBooks.
Then you have to press the link mentioning Connect to QuickBooks.
Fill in your username and password on QuickBooks Login Page.
After that, you have to connect your accounts to Expensify.
To start the syncing procedure you will be prompted. Now you can start it.
Tap on save after making the selections on the display and then open the accounting software program.
Ensure that your Expensify and QuickBooks accounts have been connected in the overview.

You now know how to combine Expensify with QuickBooks after going through these steps. The settings should be made correctly while following the steps in order to successfully complete the connection.

How to Integrate Expensify with QuickBooks Online?

When you want to sync Expensify with your QuickBooks Online account, the settings can be entered. The setup of employees is the only criterion that must be fulfilled. Additionally, the integration procedure can be carried out via the Expensify application. Through QuickBooks Online, this application can be installed directly.

Continue reading to learn more about Expensify and QuickBooks Online integration.

Method 1: Integrating Using Settings of Expensify

Users can start the integration with QuickBooks Online by going to their Expensify account settings. Additionally, the setup of the employees in the accounting software must be finished, and certain options must be turned on. You can go here to access the expense-tracking platform’s Settings. To select a policy, open Policies and select Group. You can now connect your QuickBooks Online and Expensify accounts via Connections.

Read more about how Expensify integrates with QuickBooks Online.

Be sure that your employees have been set up in QuickBooks Online.
For making records for vendors turn on Automatically Create Vendor.
When the submitters are being set up as employees you may also enable QuickBooks Online Payroll.
Select Settings in Expensify and then open the Policies option.
Then you have to click on Group and choose the policy name.
Now, click on the Connections option. After this, you have to click on QuickBooks Online.
Now you will need to press the Connect to QuickBooks. Click on this tab also.
Log in to your QuickBooks Online account when asked. To link with Expensify you have to select a file of the accounting software.
You must export your reports once Expensify and QuickBooks Online have been integrated. Go to the Expensify Reports page.
For exporting particular reports select the checkboxes.
You have to click on Choose to. Then select QuickBooks Online by using the dropdown.

The integration between QuickBooks Online and Expensify will be finished with the export of the selected reports to Expensify.

Method 2: Syncing with Expensify Application

Your QuickBooks Online account may be effortlessly synced using the Expensify application. Once you have logged into QuickBooks Online, you can find the app. You can click Find Apps under Apps. You can choose Expensify using this option. It can be downloaded and launched to begin the Expensify QuickBooks Online integration.

You can launch the QuickBooks Online program in step 1.
Then you have to tap on the Apps option.
Now a menu will run. From this menu, you have to run find apps
Write Expensify by using the search tab.
Press Get App when the app is visible. Now, wait for the application to download. You can press the Connect tab on completion.

You can integrate your QuickBooks Online account with Expensify using the Connect option. The process may require more than a few seconds to finish the integration after the last step.

How does Expensify Integrate with QuickBooks Desktop?

You can try to integrate them by signing into Expensify and QuickBooks Desktop. You must run your company file in your QuickBooks Desktop account after logging in. Move over to Expensify at this time. You must download Expensify Sync Manager from its Settings. To run the manager, choose the User Token from QuickBooks Desktop. The procedure will be advanced and Expensify Sync Manager will integrate your accounts.

Below are the steps of how to integrate Expensify with QuickBooks Desktop in more length:

Look to it that you are logged into QuickBooks Desktop.
Then you have to open a company file of the software.
Now, by using the Mail Email you have to map the email as well as set up the submitters for reports.
Run the menu for Settings in Expensify. Then you have to go to Connections.
You have to choose QuickBooks Desktop.
Now, you must start downloading Expensify Sync Manager and run the application.
Properly check that Expensify Sync Manager and QuickBooks Desktop are running on the same server or not.
With your QuickBooks Desktop account connect to the application.
In the accounting software look for User Token.
Then you have to paste this token into the application.
Then you have to wait for Expensify Sync Manager to change to Connected in status.
Choose Continue from the menu.
To grant access even when QuickBooks is not running, select Yes, Always.
Name the admin user specifically.
Now finish the Expensify QuickBooks Desktop integration configuration.

What are the main features of Integrating QuickBooks with Expensify?

Below you will see the main features of integrating your QuickBooks account with Expensify.

Real-time Synchronization

You can sync your information from QuickBooks to Expensify as and when necessary. Your business information may not require manual synchronizing.

Easier Reporting of Expenses

When your QuickBooks account and Expensify are connected, you may record spending in real-time. For the expenses, entries might not need to be made more frequently.

Customized Codability

You can adjust the codability in addition to syncing the information between QuickBooks and Expensify. That means that you can decide how the information gets displayed before exporting your data.

Advantages of Expensify’s Integration with QuickBooks

The best advantages of integrating Expenisfy with QuickBooks, QuickBooks Desktop, QuickBooks Online, etc are mentioned below-

You can get access to the Expensify application. With this mobile application, you may take images of receipts. After that, it will be simple to track these receipts.
An important benefit of Expensify’s integration with QuickBooks Online, Desktop, or any other version is the reconciliation of credit cards.
Once QuickBooks and Expensify have been merged, several layers are available for approval. These layers make it simple for your company’s managers to give their permission.

QuickBooks Expensify Integration and Pricing

Different fees may be included in the Expensify QuickBooks integration pricing structure. In order to use the Expensify app’s Collect plan, you must submit $5 each month. The Control plan will incur monthly fees of $9 when chosen. The charges might not be fixed when using a third-party application. The plans can be looked at to get accurate monthly costs.

Why should Integrate Expensify with QuickBooks?

Expensify and QuickBooks can be connected or synced to get a number of benefits. Some of these are listed below:

Receipts for your company may be recorded using images. Then you can put them to use.
You can organize your regular accounting work.
It is simple to recognize your company’s credit cards.

After integrating QuickBooks with your Expensify account, you can get these advantages. You will be advised to begin the Expensify integration with QuickBooks Online/Desktop in order to learn more advantages.

Conclusion

Expensify and QuickBooks integration can be beneficial for businesses. The use of a single, integrated platform, can assist in managing additional tasks. Additionally, their synchronization can automate procedures and reduce the time required for manual entry. These advantages can be availed by using the integration techniques mentioned above. With the help of this blog, you can easily know how to integrate QuickBooks and Expensify App. All the methods are easily defined.

FAQs

How to export from Expensify to QuickBooks Online?

From the web’s Reports page, you can bulk export reports to QuickBooks Online. Each report you want to export can be checked by clicking the checkbox to the left of it. Then, under Export To, select QuickBooks Online from the drop-down menu.

How to add Expensify to QuickBooks online?

First, you have to log in to Expensify.
Then you have to choose an Expensify Plan and then choose a Policy Package.
Now you have to complete the Expensify QuickBooks Integration.
Lastly, you have to save your Expensify QuickBooks Integration.

How to sync QuickBooks and Expensify?

Go to your Expensify policy settings and click the clipboard icon to copy the Token. Launch the Expensify Sync Manager while QuickBooks is still running. After pasting your Token, click Save. Return to Expensify and click Continue when the Sync Manager status has changed to Connected.