The Fyle – QuickBooks Online integration allows you to export reimbursable and corporate card expenses seamlessly. However, in certain business scenarios, you may need to prevent specific expenses from being exported to QuickBooks Online. This can be configured using Skip Export Rules in the integration settings.
For example, if a vendor purchase is recorded in QuickBooks Online via Purchase Orders and Vendor Receipts, but the same transaction appears as a card expense in Fyle, you can configure a rule to skip exporting that expense to prevent duplication.
Configuring a Rule to Skip Export of Expenses
To set up a skip export rule:
Log in to Fyle – QuickBooks Online Integration with your Fyle Admin credentials.
Navigate to Configurations > Advanced Settings > Skip Export.
Select a condition, operator, and value to define the rule, then Save.
To add multiple conditions, click Add Condition and use:
AND Operator: Both conditions must match for the expense to be skipped.
OR Operator: Either condition can match for the expense to be skipped.
Example: If you want to skip exporting Operational Class expenses for Employee John, you can set up:
Condition 1: Employee = John
Condition 2: Class = Operations
Operator: AND
Once saved, all matching expenses will automatically be excluded from QuickBooks Online exports.
Important notes to keep in mind
You can set up rules based on custom fields, category, report title, report number, employee email, spend date, and more.
A maximum of two conditions can be set.
When using text fields like report number or email, multiple values can be separated by commas.
The report title supports only a single input value.
To review skipped expenses, go to Export Log > Skipped, where you can find details such as report number, employee details, date skipped, and expense type. This helps track which expenses were excluded from export based on the configured rules.
Business Scenarios for Using Skip Export Rules
1. System Migration
If you've migrated from another accounting system and already recorded historical data there, you can set up a spend date-based rule to prevent re-exporting old transactions.
Example: If you migrated to QuickBooks Online on March 1, set a rule to skip expenses before March 1, ensuring old data isn't duplicated.
2. Manual Data Entry
If some expenses have already been manually entered in QuickBooks Online, you can set a rule based on report numbers to prevent duplicate entries.
3. Using Other Software for Reimbursements
If you use payroll software to reimburse specific expenses (e.g., travel expenses for tax benefits) but still want all other expenses to flow to QuickBooks Online, set a category-based condition to skip only those travel-related expenses.
For assistance, contact us at [email protected].