Smart routing reviews each original expense and sends it to the correct QuickBooks entity. You do not need to separate paid receipts and unpaid invoices into different reports.
How it works:
When you select Send to QuickBooks:
- Already-paid receipts become QBO Purchases posted to the bank or credit-card account that paid them. Split categories remain lines of the same Purchase, not separate charges.
- Unpaid vendor invoices become QBO Bills payable to the vendor. Bills do not ask for a payment account because they have not been paid yet.
- Out-of-pocket reimbursements are not inferred from the receipt alone. Choose Reimburse me to create one reimbursement Bill payable to the submitter.
Review before sending:
The confirmation dialog loads active bank, credit-card, and vendor records from the connected QuickBooks company. ExpenseBot groups receipts when it can identify the same card or account. If it cannot identify a source, it asks for that original receipt separately rather than guessing. It uses an exact or previously confirmed vendor match automatically and asks you to choose or create a vendor only when the match is unresolved.
Nothing is created in QuickBooks until you select Send to QuickBooks. Choices are remembered only after that transaction succeeds, and they stay scoped to that connected QuickBooks company. If the report or QuickBooks setup changes while the dialog is open, ExpenseBot requires a fresh review.
Advanced overrides:
If you need a different accounting treatment, Force Bill and Force Purchase remain available in the same dialog.
Changing a document type:
In Review Expenses, expand the expense and change Document type before creating or sending a report. Receipt paid and recurring paid charges route to Purchases; Invoice to be paid routes to a Bill. Do not edit the Receipt ID prefix by hand.