Help documentation

Zoho Expense - QuickBooks Online integration

Employee expenses are an essential part of accounting. Your job would become a lot easier if the expenses incurred on behalf of your company are reported and accounted for on a timely basis. This also accelerates the reimbursement process. That’s precisely what we facilitate by integrating Zoho Expense with QuickBooks Online. Choose how the sync should take place and export your expenses from Zoho Expense to QuickBooks with the click of a button.

This integration is available for organizations using the Simple start, Essentials and Plus plans of QuickBooks Online.

Click on the below links to easily navigate through the page:

Setup

Complete the setup and ensure that all your Approved expenses find their way to the corresponding QuickBooks account.

The setup mainly involves two steps:

Authorizing access to QuickBooks Online:

Initiate setup with QuickBooks

Authorizing QuickBooks setup

Authorizing QuickBooks setup

Configuring the integration:

Import from QuickBooks Online:

QuickBooks Online

The following can be imported from QuickBooks Online:

Note: By doing so, the existing options of the tag would become inactive.

Export to QuickBooks Online:

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

Reimbursable expenses can be exported as:

Bill:

Customizing QuickBooks setup

Note: Reimbursable expenses cannot be exported as a Bill in the Simple Start plan of QuickBooks Online. It can be exported as Journals only.

Journal:

Customizing QuickBooks setup

Non-reimbursable expenses can be exported as:

Expenses:

Customizing QuickBooks setup

Exporting advance payment:

Recording advance payment

When exported as a Bill:
When exported as a Journal:
Mapping Taxes

The taxes that have been created in Zoho Expense can be mapped with the corresponding taxes in QuickBooks Online. To map the taxes:

If you’d like to export a report with taxable and non-taxable expenses from Zoho Expense, you must choose a zero percent tax from QuickBooks Online. When exported as a bill, the taxable expenses in that report will be calculated based on the taxes mapped in Zoho Expense. Whereas, tax mapping is not possible for the non-taxable expenses. In that case, the zero percent tax that you choose here will be applied to the corresponding non-taxable expenses exported from Zoho Expense. To choose a zero percent tax:

Mapping Taxes
Share Access

You can share your access with other users to allow them to export reports to QuickBooks Online. These users can also use the instant sync option to sync the data between Zoho Expense and QuickBooks Online.

To share access, select the users from the dropdown. You can also share access with multiple users.

share access

After you have chosen the data you would like to import, export and map, click Save. The data that you have chosen to import, export and map will be auto-synced once a day. Also, you can instantly sync the data between QuickBooks Online and Zoho Expense  by clicking the ‘Instant Sync’ button in the QuickBooks Online integration details page.

Instant Sync

Mapping Card Feeds

Sometimes, you might want to export card feeds 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 Online. 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 Online, you will have to map the users in Zoho Expense with the vendors in QuickBooks Online. To map the users:

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

Note: If you have not mapped the user with the corresponding QuickBooks Online vendor while exporting reimbursable expenses, a new vendor will be created in QuickBooks Online 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 Online. 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 Online. To map the merchants:

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

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

Mapping Merchants and Vendors

Exporting your reports to QuickBooks Online

Once the report is approved, it is ready to be exported to your QuickBooks account. It can be automatically exported to QuickBooks upon approval or manually exported by the admin who initiates the integration with QuickBooks.

Choose how to export

If you choose to export your reports manually, perform the following steps:

Export to QuickBooks

Changing the Integration Owner

If the user who initiated the integration has left the organization or is unavailable due to similar reasons, you can now re-authorize yourself as the integration owner replacing the old user. Once you assign yourself as the integration owner, only you will have the permission to export reports to QuickBooks Online and configure the integration. However, you can share access to other users to export reports to QuickBooks Online. To change the integration owner:

Update Integration Owner

Disconnecting the integration

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

show details

disconnect option

Confirm disconnect

Did you find what you were looking for?
Thank you for your feedback!
TOP
Request a demo

*
*
*
*

By clicking Submit, you agree to our Privacy Policy.

Request a demo