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How to set up the Fyle QuickBooks Online integration?
How to set up the Fyle QuickBooks Online integration?

Set up Fyle QuickBooks Online Integration to start importing and exporting expenses.

Gayathiri Sridhar avatar
Written by Gayathiri Sridhar
Updated over a week ago

Before you can start exporting expenses from Fyle to QuickBooks Online, you must follow the onboarding process to set up the Integration. Onboarding is a five-step process; complete the steps by following the details below.

You will be able to access the Integration from the Fyle Admin settings and navigate to Integration> Accounting > QuickBooks Online.

1. Connect to your QuickBooks Online Company

The Integration connection page will appear, where you can watch a tutorial on how to set up the integration.

  • Click on Connect to QuickBooks to get started.

  • Enter your QuickBooks Online login credentials.

Sign in using Quickbooks login credentials
  • Select the QuickBooks Online company to which you want to export all the expenses from Fyle and Connect.

  • After connecting to QuickBooks Online, you'll be redirected back to the Integration. Click on Save and Continue to proceed further.

The Integration takes a few seconds to connect to your selected QuickBooks Online company and import all the data required to complete the setup.

2. Map Employees

Next, you can choose how you represent your Employees on QuickBooks Online.
This would help export an expense from Fyle to a corresponding employee/vendor record in QuickBooks Online.

The Integration can also automatically map the employee's setup in Fyle to their equivalent in QuickBooks Online with a match based on a unique parameter such as name, email address, and employee code.

3. Export Settings

Once the Fyle employee dimension is mapped to the QuickBooks Online equivalent, you can now configure how to export expenses from Fyle to QuickBooks Online.

Export settings are a mandatory step for the Integration to function.

In this step, first, select whether you want to export reimbursable or credit card expenses.

Thus you can select at what stage the expenses should be ready to export from Fyle to QuickBooks Online.

You could choose to export expenses when approved and awaiting payment clearance or simply when paid out. When the expenses reach the selected state (Payment processing/Paid), the Integration will automatically import the data in real-time and keep it ready for you to export in a single click.

Export Reimbursable Expenses

Enable the option to export reimbursable expenses from Fyle. This will open a section to gather more details on exporting your reimbursable expenses from Fyle to QuickBooks Online.

A. How should the expenses be exported to QuickBooks Online?

Reimbursable expenses from Fyle can be exported as Expenses, Journal entries, or cheques.

B. Based on the transaction type selected above, the relevant account to which the entry has to be posted. For example, in the case of a Bill, an accounts payable account needs to be selected to which the bill has to be posted, whereas, for a Journal entry or Check, you would be choosing a Bank account in QuickBooks Online to which the transaction has to be posted to.

C. At which state should the expenses be ready to export from Fyle?

You can choose to export expenses either in the Payment processing or Paid state.

D. How should the expenses be grouped?

When exporting expenses from Fyle to QuickBooks Online, all the expenses in a report or a payment can be consolidated in a single transaction, or each expense in Fyle can be coded as an individual transaction.

E. Set the date of the transaction You could choose to set the date of the transaction in QuickBooks Online as

  • Current Date

  • Verification Date

  • Spend Date

  • Date of approval

  • Date of the latest expense in the Report

Export Corporate Card Expenses

Enable this option to export all corporate card expenses from Fyle to QuickBooks Online.

A. How should the expenses be exported?

Corporate credit card expenses can be exported as Bills, Credit card purchases and Journal entries. Meanwhile, corporate debit card expenses can be exported as debit card expenses in QuickBooks Online, respectively.

B. Setting up the Default Credit Card Vendor:

If you are exporting corporate card expenses as a bill, you need to select a default credit card vendor. The Integration will use the default vendor in case the merchant in a Fyle expense does not match the vendor in QuickBooks Online.

Similarly, if you are exporting as a credit card expense or a Journal entry, a default credit card account needs to be set to which all the credit card entries will be posted.

Note: If your organization uses a corporate card from more than one card vendor, we suggest you set up corporate card mapping from the Mapping section to ensure that expenses from a specific card are coded to the right corporate card account in QuickBooks Online.

C. How the expenses should be grouped?

You can choose how these expenses are grouped, these can either be grouped as an Expense or an Expense report.

D. Set the Date which will reflect in expenses exported from Fyle:

You can select the date that should be reflected in the corporate card expense in QuickBooks Online. Note that if you export corporate card expense as corporate card purchase or debit card expense, then by default, each expense will be created as a single expense transaction in QuickBooks Online with the date as spend date.

4. Import Settings

In this section, you would be able to select the dimensions you want to import from QuickBooks Online and use in Fyle while creating expenses.

You could import your Chart of accounts as Categories, Vendors as Merchants, Items as products, and Class as a select type (dropdown) expense field in Fyle.

5. Advanced Settings

Lastly, in the advanced settings, you can enable the options to customize and automate your export workflow. This section is optional, and you can enable this based on your business requirements.

The advanced setting has options such as Auto-sync of payment status for Reimbursable Expenses, Setting description field, Scheduling Automatic export, Posting entries in the next accounting Period as well as Auto-creation of vendors.

Auto-sync of Payments helps you decide when an expense is marked as paid in Fyle, it would be automatically updated to paid in QBO, and this flow can be reversed as well.

Another option is to customize the data set that needs to be passed to the description column of the exports in QuickBooks Online. A sample preview of how the exports will look with the selected fields will also be available.

Scheduling Automatic export is a feature wherein you can set up a frequency for the Integration to automatically export expenses from Fyle to QuickBooks Online.

The advanced setting also hosts options such as exporting expenses with the date of the next open accounting period and auto-creation of vendors.

Once you have enabled the required settings, hit Save & Continue, and you have now completed configuring the Integration. Of course, you can always revisit and change the settings by heading to the Configurations section in the dashboard.

You are ready to start exporting expenses through the integration app. Learn how to export expenses.

Contact us at [email protected] if you need assistance with the setup.

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