Many organizations work with a curated list of vendors stored in QuickBooks Online to manage payments and track expenses. To streamline vendor tracking and ensure accurate reporting, Fyle offers two options for syncing vendors with QuickBooks Online:
Import Vendors from QuickBooks Online – Maintains a predefined vendor list for employees to select while filing expenses.
Auto-Create Vendors in QuickBooks Online – Automatically adds new vendors when unmatched merchants appear in Fyle.
Depending on your organization's needs, you can choose the import option to maintain control over vendor records or the auto-create option to dynamically expand the vendor list.
Import Vendors from QuickBooks Online
Fyle allows you to import vendors from QuickBooks Online as Merchants in Fyle. This prevents employees from creating duplicate or new vendor records, ensuring that expenses are categorized accurately when exported.
How to Enable Vendor Import
Log in to Fyle – QuickBooks Online Integration using your Fyle Admin credentials.
Navigate to Configuration > Import Settings.
Enable Import Vendors from QuickBooks Online.
Save the setting.
Once enabled, all existing vendors in QuickBooks Online will be imported to Fyle as merchants and will be available for employees to select when filing expenses. Any new vendor added to QuickBooks Online will also be imported automatically.
Note:
Employees cannot create new vendor records in Fyle to maintain data consistency with QuickBooks Online.
If an expense is made with a vendor that does not exist in QuickBooks Online, the transaction will be posted to the Default Vendor called Credit Card Misc.
Auto-Create Vendors in QuickBooks Online
If your organization prefers a more flexible approach, you can configure Fyle to automatically create new vendors in QuickBooks Online when a matching vendor does not exist. This ensures that expenses for new merchants are properly categorized instead of being assigned to a generic Credit Card Misc vendor.
How to Enable Auto-Creation of Vendors
Log in to Fyle – QuickBooks Online Integration using your Fyle Admin credentials.
Navigate to Configuration > Advanced Settings.
Enable Auto-Create Merchants as Vendors.
Click Save.
With this setting enabled, any merchant added in Fyle that is not found in QuickBooks Online will automatically be created as a vendor. This helps accountants generate accurate vendor-based reports and track expenses by the merchant.
Note:
This feature only works for corporate credit card expenses exported as Credit Card Purchases in QuickBooks Online.
This option cannot be enabled simultaneously with Import Vendors from QuickBooks Online, as the import option restricts employees from adding new vendors.
Switching from Vendor Import to Auto-Creation
If you are currently importing vendors from QuickBooks Online but want to enable Auto-Create Merchants as Vendors, you need to:
Disable Import Vendors from QuickBooks Online.
Remove all imported vendors from Fyle:
Go to Admin Settings in Fyle.
Navigate to Organization > Merchants.
Bulk-select all merchants and click on Delete
Once the imported vendor records are removed, employees can add new merchants when filing expenses, and unmatched vendors will be auto-created in QuickBooks Online.
If your organization wants strict control over vendor records, use Import Vendors from QuickBooks Online. If you prefer automated vendor creation for ease of tracking, enable Auto-Create Merchants as Vendors instead.
For further assistance, contact us at [email protected].