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Integrate Zoho Expense with QuickBooks Desktop

With the integration between Zoho Expense and QuickBooks Desktop, employee expenses accounting becomes easier than before. Import your employees and customers from QuickBooks Desktop and record expenses in Zoho Expense using the accounts and classes from QuickBooks account. Furthermore, you can export them to your Desktop app whenever you like, in just a few clicks.

You can integrate Zoho Expense with QuickBooks Pro, Premium, Enterprise and Accountant editions of 2014 version and above. Also, your QuickBooks Desktop should be installed in Windows OS.

Note:

This integration is currently available in the US edition of Zoho Expense. It is also available for early access in the Canada edition. Email us at support@zohoexpense.com to get access.

Here’s how you set up the integration:

Downloading Zoho Expense - QuickBooks Desktop Connector

In order to set up the integration of Zoho Expense with QuickBooks Desktop, admins need to download the QuickBooks Desktop connector first.

To download:

Download QuickBooks Desktop Connector

Authorizing access to QuickBooks Desktop

Authorize access to QuickBooks Desktop

copy file information

select organization for integration

Configuring the integration

You need to configure two important processes:

Import from QuickBooks Desktop:

The following can be imported from QuickBooks Desktop:

Import from QuickBooks Desktop

Any new additions to the list of Customers, employees, expense accounts or classes in your QuickBooks Desktop account will be reflected in Zoho Expense when you sync the applications using the connector.

Export to QuickBooks Desktop:

Choose how you would like to export your expenses to QuickBooks Desktop:

Reimbursable expenses can be exported as:

Export to QuickBooks Desktop for reimbursable expenses

Bill

Export to QuickBooks Desktop for reimbursable expenses

Journal

Non-reimbursable expenses can be exported as:

Credit Card charges:

Export to QuickBooks Desktop for non-reimbursable expenses

Export to QuickBooks Desktop for non-reimbursable expenses

Exporting Advance payment:

The employee advances will be recorded under the selected advance payment account. You can choose an existing account from QuickBooks for tracking advance payments. If you don’t have one, then simply type a name and we’ll create one for you in QuickBooks, under Other current assets.

Export to QuickBooks Desktop for advance payment

Once you have configured the data you want to import and export, you can configure the sync preferences. Select Daily, if you want to sync the data on a daily basis and select Manual if you want to sync the data manually. Click Save.

Sync Preferences

Mapping Card Feeds

Sometimes, you might want to export card feeds that are recorded in Zoho Expense to QuickBooks for accounting or other purposes. You can export your card feeds in Zoho Expense to QuickBooks in a few simple steps:

1) Associate a card feed in Zoho Expense with a card in QuickBooks.

Mapping card feeds

2) Export reports associated with the card in Zoho Expense to QuickBooks.

3) View all transactions of this card in QuickBooks.

Note: You can view the exported transactions under the associated card’s feed in QuickBooks.

Mapping Users and Vendors

A report with reimbursable expenses in Zoho Expense will be exported as a single bill to QuickBooks Desktop. Each expense will be a line item in this bill. And, the vendor of the bill will be the user who had created these expenses. Hence, to fetch the vendors for creating bills in QuickBooks Desktop, you will have to map the users in Zoho Expense with the vendors in QuickBooks Desktop. To map the users:

Once this is done, whenever a reimbursable expense created by the user is exported, the mapped QuickBooks Desktop vendor will be the vendor of the bill. 

Note: If you have not mapped the user with the corresponding QuickBooks Desktop vendor while exporting reimbursable expenses, a new vendor will be created in QuickBooks Desktop and this vendor will be automatically mapped with the user in Zoho Expense.

Mapping Users and Vendors

Mapping Merchants and Vendors

When you export a report with non-reimbursable expenses from Zoho Expense, they will be exported as expenses to QuickBooks Desktop. If you have configured merchants to be the vendor of the expense, you can map the merchants in Zoho Expense with the vendors in QuickBooks Desktop. To map the merchants:

Once this is done, whenever a non-reimbursable expense with the merchant is exported, the mapped QuickBooks Desktop vendor will be the vendor of the expense.

Note: If you have not mapped the merchant with the corresponding QuickBooks Desktop vendor while exporting non-reimbursable expenses, a new vendor will be created in QuickBooks Desktop and this vendor will be automatically mapped with the merchant in Zoho Expense.

Mapping Merchants and Vendors

Exporting your reports to QuickBooks Desktop:

Once the report is approved, it is ready to be exported to your QuickBooks account. To do that:

Export to QuickBooks Desktop

Syncing with QuickBooks Desktop

On syncing Zoho Expense with QuickBooks Desktop, changes made in the import/export preferences would become effective and reports that were in queue for export will move to QuickBooks Desktop. To sync with QuickBooks Desktop:

Export to QuickBooks Desktop

Any changes made to the import preferences and expense reports that are in queue for export will be updated and pushed when you click ‘Sync Now’.

Disconnecting the integration

On disconnecting the integration, you can no longer export your expense reports to QuickBooks. All your accounts, users and customers from QuickBooks will continue to remain active in Zoho Expense.

Disable the organization

Disconnect the organization

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