To start exporting expenses from Fyle to QuickBooks Online, follow the onboarding process to set up the integration. This is a straightforward, five-step process outlined below.
You can access the integration settings by navigating to Admin Settings in Fyle and selecting Integration > Accounting > QuickBooks Online.
Step 1: Connect to Your QuickBooks Online Company
Navigate to the integration connection page.
Click on Connect to QuickBooks to begin.
Log in using your QuickBooks Online credentials.
Select the QuickBooks Online company where you want to export expenses from Fyle and click Connect.
Once connected, you’ll be redirected to the integration settings in Fyle. Click on Save and Continue to proceed.
The integration will establish a connection and import the necessary data to complete the setup. This process may take a few seconds.
Step 2: Map Employees
Determine how you want to map employees in Fyle to QuickBooks Online. Employee mapping ensures that expenses in Fyle correspond to the correct employee or vendor record in QuickBooks Online.
The integration can automatically map employees using unique identifiers such as name, email address, or employee code.
Step 3: Configure Export Settings
After mapping employees, configure how expenses will be exported from Fyle to QuickBooks Online.
Choose whether to export reimbursable expenses, corporate card expenses, or both.
Specify the stage at which expenses should be ready for export (e.g., Payment Processing or Paid).
Reimbursable Expenses
Select how reimbursable expenses will be exported: as Expenses, Journal Entries, or Checks.
Choose the relevant account to post these transactions (e.g., an Accounts Payable account for Bills or a Bank Account for Journal Entries).
Decide how expenses will be grouped (e.g., as individual transactions or consolidated into a single transaction).
Set the date for transactions in QuickBooks Online (e.g., Current Date, Spend Date, or Date of Approval).
Corporate Card Expenses
Choose how corporate card expenses will be exported: as Bills, Credit Card Purchases, Debit Card Expenses, or Journal Entries.
Set a default credit card vendor or account to use for unmatched transactions.
Tip: If using multiple card vendors, set up corporate card mapping in the Mapping section.
Decide how to group these expenses (e.g., by expense or by report).
Select the date for transactions in QuickBooks Online (e.g., Spend Date or Approval Date).
Step 4: Import Settings
Import key dimensions from QuickBooks Online to Fyle for streamlined expense management. These include:
Chart of Accounts as Categories
Vendors as Merchants
Items such as Products and Services
Class, Project, Department, etc as a dropdown expense fields
Step 5: Advanced Settings
Customize and automate your export workflow with advanced settings. Options include:
Scheduling Automatic Exports: Set a frequency for the integration to export expenses automatically.
Auto-Creation of Vendors: Automatically create vendors in QuickBooks Online if they don't exist.
Auto-Sync Payments: Sync payment status between Fyle and QuickBooks Online. For instance, marking an expense as paid in Fyle will automatically update it in QuickBooks Online and vice versa (available for Bills).
Customizing Descriptions: Modify the data displayed in the description column of exports. Preview the output before finalizing.
Export with Next Open Accounting Period Date: Export expenses with the date of the next open accounting period.
Skip Export of Specific Conditions: Set conditions and skip export of specific expenses and reports.
Once your settings are configured, click Save & Continue. You can revisit and modify these settings anytime from the Configurations section.
Next Steps
Learn how to export expenses using the Fyle QuickBooks Online integration by referring to this article.