This article explains how data from QuickBooks Desktop is imported into Sage Expense Management You’ll understand what types of accounting dimensions are supported, how import behavior works, and key considerations for a smooth setup.
Prerequisites
You can import fields from QuickBooks Desktop either:
During initial onboarding (while setting up the integration), or
Later, as and when required.
To import data, first connect your QuickBooks Desktop account with Sage Expense Management. Refer to this guide to connect Sage Expense Management with QuickBooks Desktop.
Supported import fields and dimensions
Sage Expense Management supports importing a wide range of dimensions from QuickBooks Desktop. These fields can be mapped to standard or custom fields in Sage Expense Management and are used during expense creation and export.
Dimension | Imported as |
Chart of Accounts | Imported as Categories (no custom mapping) |
Items | Mapped to Categories (no custom mapping) |
Vendors | Imported as Merchants (no custom mapping) |
Customers | Mapped to Project, Cost Center, or Custom Field |
Class | Mapped to Project, Cost Center, or Custom Field |
Best practice recommended is to map the Project or Customer dimension in QuickBooks Desktop to the Project field in Sage Expense Management, as this allows restricting certain projects to specific employees.
Limiting which values are available to employees
If you have a large list of values in QuickBooks Desktop and don't want all of them available to your employees in Sage Expense Management, you can handle this in one of two ways:
1. Disable values not required in SEM
Disable the values you don't need directly in Sage Expense Management. They'll stay disabled unless you re-enable them, so you can keep only the smaller list of required values active.
2. Turn off the import toggle, but keep mapping on
Disable the import toggle for the required field in your import settings, but keep the mapping on. This means the dimension in QuickBooks Desktop must still have a field mapped to it in SEM.
This lets you manually create values in SEM and map them to the required values in QuickBooks Desktop, using the mapping page available for that dimension. It gives you the flexibility to add only relevant values in SEM, and to use naming that's different from QuickBooks Desktop so it's easier for your employees to understand.
Mapping rules:
One value in SEM can only be mapped to one value in QuickBooks Desktop.
Multiple values in SEM can be mapped to the same value in QuickBooks Desktop.
Set up your values accordingly.
Note: With this approach, any new values added in QuickBooks Desktop won't get imported to SEM automatically, and changes like disabling an existing value won't sync to SEM automatically either. You'll need to manage these manually.
Auto-sync behavior
Sage Expense Management regularly syncs data from QuickBooks Desktop to keep your fields up to date. Most fields are refreshed automatically every 24 hours, but you can also perform a manual sync when needed.
Here’s how each type of field behaves when changes are made in QuickBooks Desktop (like disabling, renaming, or re-creating values).
Behavior | Chart of Accounts | Vendor (Merchant) | Other Dimensions (Customer, Class, etc.) |
Import rule | Only active values | Only active vendors | Only active values |
Disable in QuickBooks Desktop | Disabled in Sage Expense Management | Removed from merchant options | Disabled in Sage Expense Management |
Rename in QuickBooks Desktop | Old value disabled, new value added | Old value deleted, new value added | Old value disabled, new value added |
Delete & recreate in QuickBooks Desktop | Record updated with correct internal ID | Record updated with internal ID | Record updated with internal ID |
Manual additions in Sage Expense Management | Not applicable | Preserved | Preserved |
Re-import after deletion in Sage Expense Management | Will be re-imported if still active | Will not be re-imported | Will not be re-imported |
Tips & best practices
If you’ve made changes in QuickBooks Desktop, trigger a manual sync in Sage Expense Management to ensure updates are reflected immediately.
Always make changes in QuickBooks Desktop and sync them to Sage Expense Management—avoid modifying imported fields directly in Sage Expense Management
Turn on import toggles for all essential fields to keep your data accurate and up to date.
Troubleshooting import issues
Issue | Resolution |
Missing values | Trigger a manual sync. Automated sync runs every 24 hours. |
Field not updating | Try deleting and re-importing the mapping if needed. |
Need help setting this up? Reach out to us at [email protected], and we’ll be happy to assist you.