How does QuickBooks integration work?

ExpenseBot sends reviewed expense reports directly into QuickBooks Online through its API. Gmail scanning can capture receipts automatically, but nothing is posted to QuickBooks merely because a receipt was found.

Send receipts to QuickBooks Online

1. Open My Reports.
2. If the expenses are not in a report yet, choose Create a Report, select the period or group, review the preview, and create it.
3. Open the report card and expand Accounting.
4. Choose the QuickBooks tile to connect. If QuickBooks is already connected, choose Review & push this report.
5. Review the company, routing, G/L mappings, Class and Customer choices, and duplicate warning, then confirm the push.

Open My Reports

You choose the export type in the reviewed push dialog:

Bill (default) — for reimbursable expenses. Creates a single Bill payable to the submitter, with one line item per expense row, mapped to your GL accounts. Use this when staff submit out-of-pocket receipts to be paid back.

Purchase — for expenses the organization already paid. Creates one Purchase per row posted against your bank or credit card account, ready for bank-feed matching in QBO. Use this when the company card was charged and you want the transactions to reconcile against your feed.

Invoice — for vendor invoices. Creates one Bill per vendor, grouped by merchant, with PO numbers and due dates.

Class and Customer tagging — available on all three export types (Bill, Purchase, and Invoice). When you push a report, set a Class and Customer once in the export dialog and they apply to every line item. The recommended workflow: organize your reports so all rows in a single report belong to the same grant or donor — then set Class = grant and Customer = donor once at push time. No per-row tagging needed. See the Class and Customer tagging guide for the full setup workflow.

Tax account routing — route tax lines to a dedicated GL account instead of lumping them into the expense line. Useful for grant reporting where you need to separate tax from the base expense amount.

Connect QuickBooks Online from a report card's Accounting section via OAuth - no app-store install is needed. The accountant dashboard lets an accepted accountant work with client reports under the existing acting-for controls. For other accounting software, use Create an Import File from the same Accounting section.