Company-paid expenses your team logs in Run a Call — fuel on the company card, a supply-house run paid in cash — can post to QuickBooks Online on the right account and against the right job — as a credit card charge, a cash expense or a check, depending on how it was paid. Expense sync is off until you turn it on.
The account owner can change QuickBooks settings, and so can anyone whose role has Integrations set to Everything, including delete (Settings → Team → Roles). Expense sync is available once QuickBooks Online is connected — see Connecting your QuickBooks Online account.
Open Expense Sync
Go to Settings → QuickBooks and expand Sync settings & account mapping. Scroll to the Expense Sync card.
Map how expenses were paid
Under Paid with → QuickBooks account, pick the account each payment method draws from:
| Paid with | Map it to |
|---|---|
| Company card | A Credit Card account — posts as a credit card charge |
| Cash | A Bank account (petty cash) — posts as a cash expense |
| Company account | A Bank account (checking) — posts as a check |
A method left on Not mapped — won't sync keeps those expenses in Run a Call only.
Choose where the cost posts
- Default expense account — where an expense posts when its category has no account of its own.
- Category accounts (optional) — give individual expense categories their own QuickBooks account (for example Fuel → Automobile: Fuel). Categories left on Use the default use the default account.
Decide whether expenses need review first
Only sync reviewed expenses is on by default: an expense waits until someone in the office marks it Reviewed. Turn it off to sync everything that isn't Rejected.
Click Save Expense Settings.
Turn on the Expenses switch
In the Sync Settings card below, switch on Expenses and click Save Settings. If the mapping isn't finished, you'll see a reminder that expenses will wait without pushing.
What carries over
| Run a Call expense | QuickBooks Purchase |
|---|---|
| Paid with | Payment account (credit card or bank) from step 2 |
| Category | Expense account from step 3 |
| Amount and date | Amount and date |
| Title and description | Line description |
| Vendor | Payee — matched to a QuickBooks vendor with the same name, or created |
| Job | Customer on the line (when that customer is already in QuickBooks) |
| Class | The category's class, then the job type's class, then your default class (see below) |
| Reference number | Ref no. |
Expenses go over on the hourly sync.
Classes on expense categories
If your QuickBooks Online company tracks classes (see Tracking revenue by QuickBooks class), you can give each expense category its own class, so for example Fuel always lands under Service.
- Click Expenses in the sidebar, then Categories next to the filters.
- In the Expense categories window, pick a class next to each category. Leave it on Follow the job type to use the job's class instead.
- Click Done. Each change saves as soon as you pick it.
The class column only shows when QuickBooks is connected and class tracking is on. If the class list can't be loaded, the window says so; close and reopen it to try again.
An expense's class is chosen in this order:
| Order | Class used |
|---|---|
| 1 | The expense category's class, if it has one |
| 2 | Otherwise, the class for the job's job type, if the expense is on a job and that job type is mapped |
| 3 | Otherwise, your Default class |
If class tracking is off in QuickBooks, expenses go over with no class. A class that was deleted or made inactive in QuickBooks shows as (no longer in QuickBooks) next to the category; pick another one, or expenses in that category are held back with The QuickBooks class on an expense category was deleted or made inactive.
What doesn't sync
- Personal (reimburse) expenses — reimburse the employee through payroll or a bill in QuickBooks.
- Expenses paid with Other or an unmapped method.
- Rejected expenses, and unreviewed ones while review is required.
- Zero-amount expenses.
- A negative (refund) expense paid in cash or from a company account — record that refund in QuickBooks directly. A negative company-card expense syncs as a card credit.
An expense is sent once. If you edit it in Run a Call after it has synced, update the Purchase in QuickBooks yourself.