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 a report to QuickBooks Online

1. Open My Reports. If the expenses aren't in a report yet, choose Create an expense report, pick the period or group, review the preview and create it.
2. On the report card, expand Accounting.
3. First time only: connect QuickBooks. Choose the QuickBooks tile. You sign in to Intuit and choose your QuickBooks company, and ExpenseBot returns you to the report. Nothing is sent during this step.
4. Choose Review & push this report. This opens a preview titled Review and send to QuickBooks. Nothing is sent until you select Send to QuickBooks.
5. Answer How should ExpenseBot send this report? (see the choices below).
6. Optional QuickBooks coding: set a Class or Customer for the report if you use them in QuickBooks, and choose a tax account only if you want tax on a separate line. Otherwise leave these as None.
7. Under Accounts and vendors, confirm the Payment accounts and Vendors. Choose or create any vendor that isn't matched. ExpenseBot remembers your choices for next time.
8. Review the preview and select Send to QuickBooks. The report then shows Submitted, and Push again is available if you need it.

Open My Reports

Watch it: the Send an ExpenseBot report to QuickBooks walkthrough shows each of these steps.

What about expense categories and G/L accounts? You don't map accounts in the send dialog. ExpenseBot maps each expense category to a QuickBooks account automatically, by account number first and then by name. For exact mapping, open Settings → Manage Expense Categories → Import GL accounts → Import from QuickBooks once, so your categories are your QuickBooks accounts.

Choose the accounting treatment in the review:

Smart routing (recommended) — already-paid expenses become QuickBooks Purchases, and an unpaid vendor invoice becomes a Bill payable to that vendor.

Reimburse me — creates one QuickBooks Bill payable to you, the submitter. Choose it only when you paid the expenses personally and should be reimbursed. An unpaid vendor invoice in the report would be included in that Bill too.

Treat all as paid — creates one QuickBooks Purchase per expense. Choose it only when the organization already paid every item.

Class and Customer tagging — available on Purchases, reimbursement Bills, and vendor Bills. You can set these two ways, and they work together:

• Once per push (the simple path). Set a Class and Customer in the export dialog and they apply to every line item that doesn't specify its own. 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.
• Per line (when one report mixes grants or clients). Your expense sheet has a Class column and a Customer column (columns AC and AD, toward the right end). Type a value on an individual expense's row and that row is pushed with its own Class and Customer, overriding the report-level default. Leave a row blank and it inherits the report-level setting.

Per-line values are useful when a single report spans several grants, donors, or client projects and you don't want to split it into separate reports. 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.