When you export expenses from Fyle to QuickBooks Online, you might occasionally notice duplicate entries. This guide helps you understand what causes these duplicates and how to avoid them for cleaner reconciliation.
Understanding duplicates in QuickBooks Online
In QuickBooks Online, there are two types of records used during reconciliation:
Bank transactions – Imported from your bank or credit card feed.
Expense records – Created manually or through integrations like Fyle.
A transaction matched with one expense record is expected, this is part of QuickBooks Online’s reconciliation flow. A duplicate occurs when there are two or more expense records for the same transaction.
Common reasons for duplicate expense records and how to prevent them
Below are common scenarios that may lead to duplicate expenses in QuickBooks Online, along with steps to prevent them.
1. Auto-categorization rules in QuickBooks Online
QuickBooks Online lets you create bank rules to automatically categorize transactions as they come in. While useful, these rules can cause duplicates if you’re also exporting the same transactions from Fyle.
Example:
A bank rule is configured to auto-categorize all transactions with “Google” in the description as Advertising: Digital Ads.
Each time a Google Ads charge appears in the bank feed, QuickBooks creates an expense.
The same charge is later submitted via Fyle and exported. Now QuickBooks has two records for the same payment.
To review or disable bank rules:
Go to Settings (⚙️) and select Rules.
Identify any rules that apply to Money out (credit card or vendor payments).
If a rule automatically sets a Transaction type, Category, or Payee that overlaps with your Fyle exports, consider disabling it.
Select Actions ▼ > Disable to turn off the rule.
Optionally, use the Reorder icon to prioritize or adjust the sequence of remaining rules.
2. Recurring transactions in QuickBooks Online
Recurring transactions in QuickBooks Online, like monthly vendor bills can overlap with Fyle-exported expenses, resulting in duplicates.
Example:
A recurring bill template is set up to auto-create a Comcast Business internet charge of $89.99 each month.
The same charge is captured from the card feed, submitted in Fyle, and exported.
Now QuickBooks has a scheduled bill and a Fyle-exported expense for the same transaction.
To review and disable these templates:
Go to Settings (⚙️), then select Recurring transactions.
Locate the expense templates that apply to vendors whose payments are already exported from Fyle.
In the Action column next to the template, select Edit from the dropdown.
Review the Type:
If it’s set to Scheduled, QuickBooks automatically records this transaction based on the defined frequency.
If it’s set to Reminder, you’ll be prompted to post it manually.
If the recurring expense is no longer needed (because Fyle handles it), either:
Delete the template to remove it entirely, or
Change the Type to Unscheduled so it doesn’t post automatically.
You can also make a transaction non-recurring directly when editing it:
Open the transaction.
Select Make recurring or Manage ⚙ > Scheduling, then turn off recurrence settings.
3. Other integrated apps creating entries
Apps like Bill.com, Gusto, or SaaS platforms may sync their own expense or payment records into QuickBooks Online, creating overlap with Fyle.
Example:
A restaurant pays linen service invoices through Bill.com, which syncs bills and payments into QuickBooks.
The same charge appears on the corporate card and is submitted via Fyle.
Both tools sync the same transaction. Now QuickBooks shows it twice.
Consider consolidating integrations
If Fyle already handles your card-based expenses, you may disable other platforms (e.g., Bill.com) to avoid duplicate records and streamline reconciliation.
Using the 'skip export' functionality in Fyle
Set conditions in Fyle to prevent exporting specific expenses that are already handled via other integrations.
Go to Integrations > Configurations > Advanced Settings > Skip Export
Choose a Condition, Operator, and Value
Click Save
You can combine up to two conditions using:
AND: Both must match
OR: Either one can match
Example rule setup:
Condition 1: Employee = [email protected]
Condition 2: Category = Linens
Operator: AND
This skips all linen expenses submitted by that employee.
Need help setting this up? Email [email protected] or contact your Account Manager.
4. Manual categorization from the bank feed
QuickBooks treats manually added transactions as cleared, so later Fyle exports for the same charge won’t match, resulting in duplicates.
Example:
A bookkeeper sees a Zoom Video charge in the For Review tab and manually categorizes it as Software Subscriptions.
Later, the same charge is submitted via Fyle and exported.
QuickBooks now treats them as separate records, as the bank feed transaction was already manually matched, leaving no room for the Fyle export to match.
Wait for Fyle to export expenses before manually adding or categorizing transactions from the bank feed. Let QuickBooks suggest a match instead.
5. Manual entry of vendor expenses
When a user manually logs known charges in QuickBooks Online, before they’re submitted through Fyle, it results in two entries for the same transaction.
Example:
An admin manually enters a $500 WeWork charge seen on the credit card statement to close the books early.
Later, a team member submits the same charge via Fyle (with a receipt), and it’s exported.
QuickBooks now has two versions of the same charge with slightly different metadata - one manual, one via Fyle.
Review Fyle reports first and avoid manual entry for corporate card expenses that are expected to flow in through Fyle.
Other best practices
Keep the bank feed enabled
Bank feeds are not the cause of duplicates. They’re essential for reconciliation and allow QuickBooks to match imported transactions with expenses.
Duplicates happen when multiple expense records are created for the same feed entry.
Use transaction details for accurate matching
QuickBooks Online uses date, amount, and vendor to suggest matches between expense records and bank feed transactions.
To improve auto-matching:
In Fyle, use the posted date from the card transaction as the expense date
In your integration settings, ensure the transaction posted date is the configured expense date for export.
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Still need help?
If you have any questions or need assistance, please write to us at [email protected]. We’re here to help.