Exporting receipts to QuickBooks Online

Overview

With Quickbooks Online, you can export your items as one of the following:

A user can either manually select the location to export an item to, or the Export As field can be set at the receipt item level either manually or by using the app integration settings and merchant default rules.

Select an Accounting Code

Before exporting to QuickBooks Online, ensure that a valid category is set for your receipt items. The category corresponds to the Chart of Accounts set up in your QuickBooks Online account and this field is required in order to successfully export to QuickBooks Online.

Exporting as Bill/Vendor Credit

Export as a Bill or Vendor Credit when the item has not yet been paid for. Becuase the item has not yet been paid, you do not need to select a payment method unlike when exporting as an Expense.

Exporting as an Expense

Choose to export as an Expense when the receipt has already been paid for.

When exporting as a type Expense, a payment method must be selected and that payment method must be linked to a bank account from your QuickBooks Online account. Payment methods can be managed by navigating to Setup > Payment Methods. The bank accounts set up in your QuickBooks Online account will be available for linking to a payment method by creating a new one or editing an existing one.

Exporting as Expense Claim Bill

When you have receipts that need re-imbursing, you can export these to QuickBooks Online as a Expense Claim Bill. This is the same as exporting as a Bill however instead of being payable to the merchant, the bill will be payable to the user who made the purchase.

If you have multiple receipts needing re-imbursement for a particular user, you can consolidate these into an Expense Report which can then be exported as a single item. For more information on this, see How to make an expense claim.

Ensure that a user is selected in the Purchaser field before exporting as an Expense Claim Bill.

For more information on exporting receipts, see How to export a receipt.