The AccountsIQ (V2) Data Sync allows you to automatically synchronise reference data from AccountsIQ into ExpenseIn, helping keep your Admin area up to date and reducing the need for manual updates.
This optional feature of the AccountsIQ (V2) integration allows you to continue posting expenses and invoices to AccountsIQ as normal.
To use the AccountsIQ (V2) Data Sync, it must be enabled and configured in the ExpenseIn Admin area. See our Configure AccountsIQ (V2) Data Sync Help Article for setup steps.
Note: You can disable all or part of the Data Sync configuration at any time.
How the AccountsIQ (V2) Data Sync works
The AccountsIQ (V2) Data Sync is one-way:
Changes made in AccountsIQ update ExpenseIn.
Changes made in ExpenseIn do not update AccountsIQ.
If a change is made directly in ExpenseIn to a field included in the sync, it will be overwritten at the next sync unless the same change is also made in AccountsIQ.
Sync requirements
At least one item must be enabled in the Data Sync configuration for a sync to occur.
Sync schedule
An initial sync occurs when you click Save & Sync.
An immediate sync occurs after configuration changes when clicking Save & Sync.
Clicking Save only stores configuration changes (no sync is initiated).
A daily sync occurs at approximately 4:00 AM GMT (time subject to change).
Synced fields
When the AccountsIQ (V2) Data Sync is enabled, Categories, Projects, Departments, Tax Rates, and Suppliers can be kept aligned with your AccountsIQ account based on your configuration.
a. Categories
ExpenseIn Data Field | AccountsIQ Data Field |
Category Name | Account Name |
Category Reference | Account Number |
GL Accounts created or updated in AccountsIQ will create or update Categories in ExpenseIn.
Note:
Renaming a GL Account updates the Category Name (if the GL Account Number remains the same).
Deleting a GL Account in AccountsIQ does not delete the Category in ExpenseIn.
New Categories created apply to 'Purchase Expenses' only by default.
If any of the Category settings need to be adjusted, you can edit the category.
The Category will retain any edits made to fields other than the Category Name and Category Reference in ExpenseIn.
b. Projects
ExpenseIn Data Field | AccountsIQ Data Field* |
Project Name | Dimension Option Name or BI Code Description |
Project Reference | Dimension Option Code or BI Code Code |
* Determined by the source selected in the Data Sync configuration.
Dimension Codes or BI Codes created or updated in Accounts IQ will create or update Projects in ExpenseIn.
Note:
Renaming a Dimension Option or BI Code Description updates the Project Name (if the Dimension Option Code or BI Code remains the same).
Deleting a Dimension or BI Code in AccountsIQ does not delete the Project in ExpenseIn.
New Projects created apply to all expense types (and invoicing) by default.
If any of the Project settings need to be adjusted, you can edit the project.
The Project will retain any edits made to fields other than the Project Name and Project Reference in ExpenseIn.
c. Departments
ExpenseIn Data Field | AccountsIQ Data Field* |
Department Name | Dimension Option Name or BI Code Description |
Department Reference | Dimension Option Code or BI Code Code |
* Determined by the source selected in the Data Sync configuration.
Dimension Codes or BI Codes created or updated in Accounts IQ will create or update Departments in ExpenseIn.
Note:
Renaming a Dimension Option or BI Code Description updates the Department Name (if the Dimension Option Code or BI Code remains the same).
Deleting a Dimension or BI Code in AccountsIQ does not delete the Department in ExpenseIn.
If any of the Department settings need to be adjusted, you can edit the department.
The Department will retain any edits made to fields other than the Department Name and Department Reference in ExpenseIn.
d. Tax Rates
ExpenseIn Data Field | AccountsIQ Data Field |
Tax Rate Name | Tax Description |
Tax Rate Reference | Tax Code |
Tax Rate (%) | Rate % |
Tax Rates created or updated in AccountsIQ will create or update Tax Rates in ExpenseIn.
Note:
Updating the Tax Rate (%) in AccountsIQ does not update or create a Tax Rate in ExpenseIn; the existing Tax Rate remains unchanged.
Updating the Tax Rate Description in AccountsIQ updates the Tax Rate Name in ExpenseIn.
Deleting a Tax Rate in AccountsIQ does not delete the Tax Rate in ExpenseIn.
If any of the Tax Rate settings need to be adjusted, you can edit the tax rate.
The Tax Rate will retain any edits made to fields other than the Tax Rate Name and Tax Rate Reference in ExpenseIn.
e. Suppliers (Invoicing module only)
ExpenseIn Data Field | AccountsIQ Data Field |
Supplier Name | Supplier Name |
Supplier Reference | Supplier Code |
Suppliers created or updated in AccountsIQ will create or update Suppliers in the ExpenseIn Invoicing module.
Note:
Renaming a Supplier updates the Supplier Name (if the Supplier Code remains the same).
Deleting a Supplier in AccountsIQ does not delete the Supplier in ExpenseIn.
If any of the Supplier settings need to be adjusted, you can edit the supplier.
The Supplier will retain any edits made to fields other than the Supplier Name and Supplier Reference in ExpenseIn. The only exception is the 'Inactive' field; if a supplier is marked as inactive in ExpenseIn but active in AccountsIQ, this will be overwritten during the next sync.
Additional Information
If you have any questions about the AccountsIQ (V2) Data Sync or the required setup, contact our Support team for assistance.