Connect Fyle to QuickBooks Desktop
Before starting, ensure the following:
QuickBooks Desktop (QBD) is installed on your system.
Admin access to the QuickBooks company file you want to integrate.
QuickBooks Web Connector is installed and ready for use.
The QuickBooks company file is open on your system during the integration.
Step 1: Accessing the Integration flow
Log into your Fyle account with your Admin credentials.
Navigate to Settings > Integration > Native Apps > Accounting.
Select QuickBooks Desktop as your integration option.
Step 2: Reviewing prerequisites
Verify the prerequisites displayed on the integration screen.
Click Next to proceed.
Step 3: Connect Fyle to QuickBooks Desktop
Generate the Integration file
Enter the file path of your QuickBooks company file (
.qbw) on the system where QBD is installed.Example:
C:\Users\[Username]\Documents\QuickBooks\Company Files.
Double-check the file path for accuracy and press Enter.
Fyle generates an integration file for download.
If the file doesn’t download automatically, click Download.
Set up QuickBooks Web Connector
Fyle generates a unique password for secure connection. Use the “Copy to Clipboard” button to save the password.
On your desktop system:
Right-click the downloaded file.
Select Open With > QuickBooks Web Connector.
Ensure the relevant QuickBooks company file is open.
Paste the integration password into the Web Connector.
Select Yes when prompted to save the password.
Click Update Selected to establish the connection.
Return to the integration setup page in Fyle and click Next.
Error Handling: If an error occurs:
Verify the file path and ensure the correct company file is open.
Retry the connection process.
For persistent issues, contact [email protected].
Data synchronization
Fyle begins syncing dimensions like Chart of Accounts, Vendors, and Employees.
You'll be able to preview the number of values synced. If discrepancies appear:
Continue the setup. Remaining values may sync automatically.
If not, contact [email protected] for assistance.[email protected].
Step 4: Configure export settings
Reimbursable expenses:
Choose the type of transaction to represent your reimbursable expenses in QuickBooks Desktop. Options include:
Bill
Journal Entry
Specify how employees are recorded in QuickBooks Desktop to map expenses correctly:
Vendor: Select this if employees are listed as vendors in QuickBooks Desktop. (This will be the default option if your export module is Bill)
Employee: Choose this if employees are directly listed as employees in QuickBooks Desktop.
Decide when expenses should be exported from Fyle:
Processing: Export expenses that are approved and awaiting payment.
Closed: Export expenses where payment has already been settled.
Choose how expenses should appear in QuickBooks Desktop:
Expense: Export each expense as a single line item.
Report: Group multiple line items into a single report for easier management
Configure the date to use when posting reimbursable expenses to QuickBooks Desktop:.
Export Date: Use the date the expense was exported to QuickBooks Desktop.
Last Spend Date: Use the date of the most recent expense recorded in a report.
Corporate credit card expenses:
Choose the type of transaction to represent corporate card expenses in QuickBooks Desktop:
Journal Entry
Charge Card Transaction (recommended for easy reconciliation)
Specify a default credit card account to use in the following scenarios:
No card-to-card mapping is configured.
The expense lacks an associated corporate card transaction.
Note: The default account ensures expenses are not left unmatched.
Determine the state of expenses before they are exported:
Approved: Export expenses after approval, even if they are not yet closed.
Closed: Export expenses only after they are finalized and closed.
Choose how corporate card expenses should appear in QuickBooks Desktop:
Expense: Export each expense as a single line item.
Report: Group multiple expenses into a single report.
Configure the date to use when posting corporate card expenses to QuickBooks Desktop:
Transaction Post Date: Use the date of the credit card transaction.
Spend Date: Use the date of the expense as recorded in Fyle.
Step 5: Configure import settings
Enable the toggles for the fields you want to import into Fyle as dropdown values for coding expenses:
The below fields from QuickBooks Desktop can be imported to the respective fields in Fyle and you can configure them based on your requirement.
Chart of Accounts → Categories.
Vendors → Merchants.
Class → Projects, Cost Centers, or Custom Fields.
Customers → Projects, Cost Centers, or Custom Fields.
Step 5: Configure advanced settings
Automate the export of expenses from Fyle to QuickBooks Desktop at regular intervals without manual intervention. Set a frequency based on how often you want expenses in Fyle to be exported to QuickBooks Desktop. This ensures timely and accurate updates to your accounting records.
If an employee in Fyle does not have a corresponding record in QuickBooks Desktop, the integration can automatically create a vendor record for that employee and post the expenses to it. This ensures that expenses are recorded in QuickBooks Desktop without delays. This is an optional setting that can be enabled if you are exporting reimbursable expenses as Bills.
Select the data points you want to include in QuickBooks Desktop’s top-level memo field for exported expenses. These data points will be exported as part of the top-level description in QuickBooks Desktop.
Select the data points you want to include in QuickBooks Desktop’s line-item level memo field for exported expenses. These data points will appear in the line-item level description in QuickBooks Desktop.
You can also set up conditional rules to skip certain expenses from being exported to QuickBooks Desktop. Define criteria to exclude specific expenses based on your accounting needs. Example: Skip exporting expenses created before a specific date or belonging to a particular category.
Step 6: Launch Integration.
Click Launch Integration to activate.
Review Mappings
You will now see a tab called Mappings, where you can view all the mappings of values in Fyle and their corresponding records in QuickBooks Desktop.
Most values are auto-mapped (except for credit card mappings). If values are not already mapped, you can manually map them to ensure that all data points in Fyle have a counterpart in QuickBooks Desktop, enabling smooth synchronization of data.
Export Expenses
In the dashboard, you have the option to:
Export expenses.
Resolve errors that may arise during the export process.
Review all information about the last export.
Based on your configuration, all expenses that reach the state of export (Approved/Payment Processing/Closed) will be ready for export.
If you have set up an automated schedule, the export will occur automatically as per the schedule. If not, you can manually trigger the export by clicking the Export button.
Note: This integration is currently in beta and is available to select customers. If you’re interested in joining our beta program or have any questions, feel free to reach out to us at [email protected]. Our team is here to assist you!