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.

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.

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, Bills, 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).
Select how your employees are represented in QuickBooks Online—as either Employees or Vendors.
(Note: When exporting as Checks, the representation defaults to Employee, and when exporting as Bills, it defaults to Vendor)
Choose the state in Fyle from which you want your expenses to be exported to QuickBooks Online: either Processing or Closed.
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 accounts, set up corporate card mapping in the Mapping section.
Choose the state in Fyle from which you want your expenses to be exported to QuickBooks Online: either Approved or Closed.
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).

Note: When exporting card expenses as journal entries, you can customize the Name field in Journal Entries for Corporate Credit Card expenses exported from Fyle to QuickBooks Online to display either the vendor name (merchant name) or employee name. This helps in generating vendor reports or identifying employees associated with expenses. To configure this, go to Configurations > Export Settings, and select either Merchant Name (Vendor) or Employee Name under Name in Journal Entry.

Import Settings

Import key dimensions from QuickBooks Online to Fyle for streamlined expense management. These include:

Chart of Accounts as Categories
- You can also select which Chart of Accounts you want to import into Fyle, such as Income Accounts, Other Expense Accounts, Cost of Goods Sold Accounts, and more.
Vendors as Merchants.
Items such as Products and Services can be imported to Fyle as Categories.
Class, Project, Department, etc dimensions can be imported to Fyle as a dropdown expense field such as Projects, Cost center,s or a select-type custom field.

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.

The Fyle-QuickBooks Online Integration allows automatic expense exports from Fyle to QuickBooks Online, eliminating manual intervention. You can set a frequency and control how frequently you want expenses (after reaching the desired state of export) to be exported to QuickBooks Online automatically.

To ensure seamless exports, admins can enable email notifications for failed exports due to QuickBooks Online errors or mapping issues.

If an export fails, an instant email alert is sent with details like date, time, failed transactions, error messages, and a direct link to fix issues. Notifications are only sent when a new expense group fails, this will prevent duplicate notifications for the same export errors.

Auto-Creation of Vendors

Fyle can auto-create new vendors in QuickBooks Online when no match exists, ensuring accurate expense categorization instead of assigning them to Credit Card Misc. Learn more about this functionality here.

Auto-Sync Payments

Automatically sync payment status between Fyle and QuickBooks Online. When an expense is marked as paid in Fyle, it updates in QuickBooks Online, and if a Bill is marked as paid in QuickBooks Online, the corresponding expense report in Fyle is closed.

Customizing Descriptions

You can customize the description field in QuickBooks Online by selecting or unselecting which data points to export. Data points you can choose from are Employee Email, Employee Name, Merchant, Car Number, Purpose, Category, Spent On, Report Number, and Expense Link.

Export with Next Open Accounting Period Date

If an expense isn’t recorded before closing an accounting period, Fyle allows you to automatically post it in the current open period to prevent export failures in QuickBooks Online. Any expense from a closed period will be exported with the first day of the current open period. For example, if the current period is June 1–June 30 and an expense from May 1 wasn’t exported, it will be recorded as a June 1 expense, ensuring accurate reporting and reconciliation.