Smart routing automatically classifies each row in a report at push time and routes it to the correct QuickBooks entity — no pre-sorting of receipts and invoices into separate reports required.
How it works:
When you push a report with Smart (default) mode selected:
- Already-paid receipts (Receipt prefix, company-card spend) → QBO Purchase posted against your bank or credit card account. During reconciliation, QuickBooks auto-matches the Purchase to the bank-feed transaction. One ledger entry, receipt attached.
- Unpaid vendor invoices (Invoice prefix) → QBO Bill payable to the vendor, one Bill per vendor with all that vendor's invoice rows as line items. Invoice number becomes the DocNumber.
- Out-of-pocket reimbursements → QBO Bill payable to the staff member.
Preview before confirm:
The push dialog shows a preview banner before anything is created in QuickBooks: "We'll create X already-paid expenses + Y unpaid bills payable to [vendor list]." You confirm or adjust the routing — nothing lands in QBO until you click confirm.
Force-mode overrides:
If you need to override the automatic classification for specific scenarios (backfill, batch reimbursement, etc.), Force Bill and Force Purchase modes are available under the same picker.
Document prefix system:
The first letter of a receipt's ID determines its type: R = Receipt (already paid), I = Invoice (to be paid), B = Bill (to be paid — recurring/utility). The second letter indicates recurrence: O = One-time, R = Recurring. For example, RO = one-time receipt, BR = recurring bill. You can manually edit the prefix in column Q of the expense spreadsheet to override the auto-classification before pushing.