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122 changes: 70 additions & 52 deletions ...es/new-expensify/connections/quickbooks-desktop/Configure-QuickBooks-Desktop.md
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---
title: Configure-QuickBooks-Desktop.md
title: Configure QuickBooks Desktop
description: Learn how to connect and configure your QuickBooks Desktop integration with Expensify to manage imports, exports, and advanced accounting settings.
keywords: [QuickBooks Desktop, Expensify integration, accounting settings, import settings, export settings, QBD, configure QuickBooks Desktop]
keywords: [New Expensify, QuickBooks Desktop, Expensify integration, accounting settings, import settings, export settings, QBD, configure QuickBooks Desktop]
order: 2
---

<div id="new-expensify" markdown="1">

Connecting QuickBooks Desktop to Expensify helps streamline expense reporting, reimbursements, and accounting workflows. This guide walks you through connecting and configuring your import, export, and advanced settings for QuickBooks Desktop.

---

# Step 1: Initial Connection

**Web/Desktop:**
1. Go to **Settings > Workspaces > [Workspace Name] > Accounting**.
1. From the left-hand menu, click **Workspaces > [Workspace Name] > Accounting > QuickBooks Desktop**.
2. Find QuickBooks Desktop in the list of integrations and click **Set up**.
3. You'll receive a Codat link URL that must be opened on the computer where QuickBooks Desktop is installed.
4. Open the provided link on your QuickBooks Desktop computer and follow the connection flow.
5. Once connected, you'll see a syncing screen while information imports from QuickBooks Desktop to Expensify.

**Mobile:**
Since QuickBooks Desktop is a desktop application, the connection process must be completed on the device that hosts QuickBooks Desktop. If you attempt to connect from a mobile device, you'll see a blocking screen directing you to complete the setup on your desktop.

---

# Step 2: Configure Import Settings

These steps define how your QuickBooks Desktop data is pulled into Expensify.

1. Go to **Settings > Workspaces > [Workspace Name] > Accounting**.
1. From the left-hand menu, click **Workspaces > [Workspace Name] > Accounting > QuickBooks Desktop**.
2. Click the **Import** tab under the QuickBooks Desktop connection.
3. Choose which coding configurations to import from QuickBooks Desktop. For each configuration, you can manage its import status:
- **Chart of accounts**: Always imported and used as categories in Expensify.
- **Classes**: Can be imported as tags or report fields for class-level tracking.
- **Customers/projects**: Can be imported as tags or report fields for expense-level tracking.
- **Items**: Can be imported and used as tags for itemized coding.

* **Chart of accounts**: Always imported and used as categories in Expensify.
* **Classes**: Can be imported as tags or report fields for class-level tracking.
* **Customers/projects**: Can be imported as tags or report fields for expense-level tracking.
* **Items**: Can be imported and used as tags for itemized coding.

**Default Settings:**
- Classes are enabled as tags by default
- Customers/projects and Items are disabled by default

* Classes are enabled as tags by default
* Customers/projects and Items are disabled by default

4. **For Classes and Customers/Projects**: Choose whether to import them as:
- **Tags**: Applied at the expense level
- **Report fields**: Applied at the report level

* **Tags**: Applied at the expense level
* **Report fields**: Applied at the report level

5. **Control your imports**:
- The interface will show the current import status for each item (e.g., "Imported as categories" or "Not imported").
- Use the options provided to change these settings.

* The interface will show the current import status for each item (e.g., "Imported as categories" or "Not imported").
* Use the options provided to change these settings.

---

# Step 3: Configure Export Settings

These settings control how Expensify exports reports and transactions to QuickBooks Desktop.

1. Under the **Accounting** tab, go to the **Export** section.
2. Configure the following settings:
1. From the left-hand menu, click **Workspaces > [Workspace Name] > Accounting > QuickBooks Desktop**.
2. Under the **Accounting** tab, go to the **Export** section.
3. Configure the following settings:

**Basic Export Settings:**
- **Preferred Exporter**: Choose a Workspace Admin to automate report exports (defaults to workspace owner).
- **Note**: If exporting company card transactions, the preferred exporter must also be a Domain Admin.
- **Export Date**: Choose **date of last expense** (default), **export date**, or **submitted date**.

* **Preferred Exporter**: Choose a Workspace Admin to automate report exports (defaults to workspace owner).

* **Note**: If exporting company card transactions, the preferred exporter must also be a Domain Admin.
* **Export Date**: Choose **date of last expense** (default), **export date**, or **submitted date**.

**Out-of-Pocket Expenses:**
- **Export out-of-pocket expenses as**: Choose from:
- **Vendor bill** (default)
- **Check** (includes option to mark as "print later" in QuickBooks Desktop)
- **Journal entry** (not supported if taxes are enabled)
- Select the appropriate bank account for each export type.

* **Export out-of-pocket expenses as**: Choose from:

* **Vendor bill** (default)
* **Check** (includes option to mark as "print later" in QuickBooks Desktop)
* **Journal entry** (not supported if taxes are enabled)
* Select the appropriate bank account for each export type.

**Company Card Expenses:**
- **Export company card expenses as**: Choose from:
- **Credit card** (default)
- **Debit card**
- **Vendor bill**
- Configure accounts based on your selection:
- **Credit card account**: First credit card account in imported list (default)
- **Debit card account**: First bank account in imported list (default)
- **Accounts payable account**: First Accounts Payable account (for vendor bills)
- **Default vendor**: First vendor in imported list (for vendor bills)

* **Export company card expenses as**: Choose from:

* **Credit card** (default)
* **Debit card**
* **Vendor bill**
* Configure accounts based on your selection:

* **Credit card account**: First credit card account in the imported list (default)
* **Debit card account**: First bank account in the imported list (default)
* **Accounts payable account**: First Accounts Payable account (for vendor bills)
* **Default vendor**: First vendor in the imported list (for vendor bills)

**Expensify Card Transactions:**
- **Export Expensify Card transactions as**: Typically set to **Credit card**.
- Expensify Card transactions automatically export to an "Expensify Card Liability Account" created with the integration.

* **Export Expensify Card transactions as**: Typically set to **Credit card**.
* Expensify Card transactions automatically export to an "Expensify Card Liability Account" created with the integration.

---

# Step 4: Configure Advanced Settings

These options manage syncing behavior, automation preferences, and additional account settings.

1. Still in the **Accounting** section, select the **Advanced** tab.
2. Review and configure each setting (all default to enabled):
- **Auto-sync**: Enable this for Expensify to automatically sync with QuickBooks Desktop every day.
- **Invite employees**: Automatically invite employees to the workspace.
- **Auto-create entities**: Expensify will automatically create vendors in QuickBooks Desktop if they don't exist already.
- **Sync reimbursed reports**: Automatically sync reimbursed reports.
1. From the left-hand menu, click **Workspaces > [Workspace Name] > Accounting > QuickBooks Desktop**.
2. Still in the **Accounting** section, select the **Advanced** tab.
3. Review and configure each setting (all default to enabled):

3. **Account Selections:**
- **Bill payment account**: Select the account for bill payments (defaults to first option)
- **Invoice collections account**: Select the account for invoice collections (defaults to first option)
* **Auto-sync**: Enable this for Expensify to automatically sync with QuickBooks Desktop every day.
* **Invite employees**: Automatically invite employees to the workspace.
* **Auto-create entities**: Expensify will automatically create vendors in QuickBooks Desktop if they don't exist already.
* **Sync reimbursed reports**: Automatically sync reimbursed reports.

4. **Account Selections:**

* **Bill payment account**: Select the account for bill payments (defaults to the first option)
* **Invoice collections account**: Select the account for invoice collections (defaults to the first option)

---

Expand All @@ -116,7 +131,7 @@ Due to QuickBooks Desktop being an offline platform, exports are asynchronous:

## Can I set up the QuickBooks Desktop integration from my mobile device?

No, the initial connection and most configuration must be done from a desktop/web browser. Since QuickBooks Desktop runs on a desktop computer, the integration setup requires access to that same computer. Mobile users will see a blocking screen directing them to complete setup on desktop.
No, the initial connection and most configuration must be done from a desktop or web browser. Since QuickBooks Desktop runs on a desktop computer, the integration setup requires access to that same computer. Mobile users will see a blocking screen directing them to complete the setup on a desktop.

## What happens if I try to export a report that's already been exported?

Expand All @@ -128,7 +143,7 @@ No, **Locations** are a QuickBooks Online-only feature. For similar tracking in

## Why can't I export as a journal entry?

If **taxes** are enabled, exporting as a journal entry is not supported. You'll need to switch to exporting as a **check** or **vendor bill**.
If taxes are enabled, exporting as a journal entry is not supported. You'll need to switch to exporting as a check or vendor bill.

## How do I reconnect if my QuickBooks Desktop integration stops working?

Expand All @@ -144,5 +159,8 @@ Yes. The QuickBooks Desktop integration is available on the **Control** plan.

## What's the difference between tags and report fields for Classes and Customers/Projects?

- **Tags**: Applied at the individual expense level, allowing different expenses on the same report to have different values
- **Report fields**: Applied at the report level, meaning all expenses on a report share the same value
* **Tags**: Applied at the individual expense level, allowing different expenses on the same report to have different values
* **Report fields**: Applied at the report level, meaning all expenses on a report share the same value

</div>

96 changes: 46 additions & 50 deletions ...s/new-expensify/connections/quickbooks-desktop/Connect-to-QuickBooks-Desktop.md
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---
title: QuickBooks Desktop
description: Easily connect Expensify to QuickBooks Desktop for streamlined expense management and accounting.
keywords: [New Expensify, QuickBooks Desktop, Web Connector, accounting integration, expense management]
order: 1
---

QuickBooks Desktop is accounting software developed by Intuit, designed for small and medium-sized businesses to manage financial tasks. Connecting Expensify to QuickBooks Desktop makes expense management seamless.
<div id="new-expensify" markdown="1">

This guide walks you through connecting Expensify to QuickBooks Desktop, ensuring a smooth integration for managing your business expenses efficiently.
QuickBooks Desktop is accounting software designed for small and medium-sized businesses. Connecting Expensify to QuickBooks Desktop streamlines your expense management and accounting workflows.

---

# Connect to QuickBooks Desktop

{% include info.html %}
To connect QuickBooks Desktop to Expensify, you must log into QuickBooks Desktop as an Admin. The company file you want to connect must be the only one open.
{% include end-info.html %}

1. In Expensify, click your profile image or icon in the bottom-left menu.
2. Scroll down and click **Workspaces** in the left menu.
3. Select the workspace to connect to QuickBooks Desktop.
4. Click **More features** in the left menu.
5. In the **Integrate** section, enable the **Accounting** toggle.
6. Click **Accounting** in the left menu.
7. Click **Set up** next to QuickBooks Desktop.
8. Click **Copy** to copy the link. Paste this link into the computer running QuickBooks Desktop.
9. Select your QuickBooks Desktop version.

![QuickBooks Desktop version selection](https://help.expensify.com/assets/images/QBO_desktop_02.png){:width="100%"}

10. Download the Web Connector and follow the installation instructions.
11. Open the Web Connector.
12. When prompted during setup, download the config file and open it using File Explorer. This will automatically load the application into the QuickBooks Web Connector.
To connect QuickBooks Desktop to Expensify, you must log in as an Admin in QuickBooks Desktop. Make sure **the company file you want to connect to is the only one open**.

{% include info.html %}
Ensure the correct company file is open in QuickBooks Desktop and is the only one open.
{% include end-info.html %}
---

13. In QuickBooks Desktop, select **Yes, always allow access, even when QuickBooks is not running**, then click **Continue**.
# Step 1: Start the Setup in Expensify

![QuickBooks Desktop access permission](https://help.expensify.com/assets/images/QBO_desktop_04.png){:width="100%"}
1. From the left-hand menu, select **Workspaces**
2. Choose the workspace you want to connect to
3. Click **More features** in the left-hand menu
4. In the **Integrate** section, toggle on **Accounting**
5. Click **Accounting** in the left-hand menu
6. Click **Set up** next to QuickBooks Desktop
7. Click **Copy** to copy the link, then paste the link into the computer that runs QuickBooks Desktop
8. Select your QuickBooks Desktop version

14. Click **OK**, then click **Yes**.
![QuickBooks Desktop version selection](https://help.expensify.com/assets/images/QBO_desktop_02.png){:width="100%"}

![QuickBooks Desktop confirmation](https://help.expensify.com/assets/images/QBO_desktop_05.png){:width="100%"}
---

15. Click **Copy** to copy the password.
# Step 2: Install and Launch the Web Connector

![Copy Web Connector password](https://help.expensify.com/assets/images/QBO_desktop_06.png){:width="100%"}
1. Download the Web Connector and follow the installation instructions
2. Open the Web Connector
3. When prompted, download the config file and open it using File Explorer. This will automatically load the application into the Web Connector

16. Paste the password into the Password field of the Web Connector and press **Enter**.
**Note:** Make sure the correct company file is open in QuickBooks Desktop and that it’s the only one open.

![Paste password in Web Connector](https://help.expensify.com/assets/images/QBO_desktop_08.png){:width="100%"}
---

17. Click **Yes** to save the password. The new connection will appear in the Web Connector.
# Step 3: Authorize and Finalize the Connection\

![Save Web Connector password](https://help.expensify.com/assets/images/QBO_desktop_07.png){:width="100%"}
1. In QuickBooks Desktop, select **Yes, always allow access, even when QuickBooks is not running**, then click **Continue**
2. Click **OK**, then click **Yes**
3. Click **Copy** to copy the password
4. Paste the password into the **Password** field in the Web Connector and press **Enter**
5. Click **Yes** to save the password. The new connection will appear in the Web Connector. Save this password in a secure password manager. You'll need it for future configuration updates or troubleshooting.

{% include info.html %}
Securely save this password in a trusted password manager. You'll need it for future configuration updates or troubleshooting.
{% include end-info.html %}
![Save Web Connector password](https://help.expensify.com/assets/images/QBO_desktop_07.png){:width="100%"}

---

# FAQ

## What are the hardware and software requirements for QuickBooks Desktop connector?
## What are the hardware and software requirements?

- **Hardware requirements**: Ensure the host machine meets [Intuit's recommended specifications](https://quickbooks.intuit.com/learn-support/en-us/help-article/install-products/system-requirements-quickbooks-desktop-2022/L9664spDA_US_en_US).
- **Software requirements**: Windows 10 or 11 with the latest service packs installed. Users have run the connector on older Windows versions, but we don't officially support them. The Web Connector doesn't run on Mac OS.
- **Hardware**: Refer to [Intuit’s system requirements](https://quickbooks.intuit.com/learn-support/en-us/help-article/install-products/system-requirements-quickbooks-desktop-2022/L9664spDA_US_en_US)
- **Software**: Windows 10 or 11 with the latest service packs. While some users report success with older versions, these are not officially supported. The Web Connector does not run on Mac OS.

## What versions of QuickBooks Desktop are supported?
## Which QuickBooks Desktop versions are supported?

Expensify follows [Intuit’s service discontinuation policy](https://quickbooks.intuit.com/learn-support/en-us/help-article/feature-preferences/quickbooks-desktop-service-discontinuation-policy/L17cXxlie_US_en_US) and supports these versions:
Expensify supports:

- **Latest three versions** of QuickBooks Desktop (US, Canada)
- The **latest three versions** of QuickBooks Desktop (US, Canada)
- **Version tiers**: Accountant, Pro, Pro Plus, Premier, Premier Plus, Enterprise
- **Special editions**: Contractor, Manufacturing and Wholesale, Accountant, Professional Services, Nonprofit

## Can multiple QuickBooks Desktop Connectors be installed on the same machine?
Expensify follows [Intuit’s service discontinuation policy](https://quickbooks.intuit.com/learn-support/en-us/help-article/feature-preferences/quickbooks-desktop-service-discontinuation-policy/L17cXxlie_US_en_US)

Yes. Install one connector per company file. You can install multiple connectors to sync multiple company files to Expensify from one computer. Ensure you're logged into the correct QuickBooks company file when syncing.
## Can I install multiple QuickBooks Desktop connectors?

Yes. You can install one connector per company file. Multiple connectors can run from the same computer. Just ensure you're logged into the correct company file before syncing.

## Can I export negative expenses?

Generally, yes. However, if you select **Check** as your export option, the report’s total cannot be negative. This also applies to non-reimbursable expenses exported as debit card transactions. Because QuickBooks Desktop doesn't support debit cards, transactions export as a non-reimbursable check, which must have a positive total amount.
Yes, in general. However:

- If you select **Check** as your export option, the total report amount cannot be negative
- This also applies to debit card exports (QuickBooks Desktop treats these as non-reimbursable checks)
- Non-reimbursable checks must have a **positive** amount

</div>
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