The QuickBooks Data Sync allows you to automatically synchronise reference data from QuickBooks into ExpenseIn, helping keep your Admin area up to date and reducing the need for manual updates.
This optional feature of the QuickBooks integration allows you to continue posting expenses and invoices to QuickBooks as normal.
To use the QuickBooks Data Sync, it must be enabled and configured in the ExpenseIn Admin area. See our Configure QuickBooks Data Sync Help Article for setup steps.
Note: You can disable all or part of the Data Sync configuration at any time.
How the QuickBooks Data Sync works
The sync is one-way:
Changes made in QuickBooks update ExpenseIn.
Changes made in ExpenseIn do not update QuickBooks.
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 QuickBooks.
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 QuickBooks Data Sync is enabled, Categories, Projects, Departments, and Suppliers can be kept aligned with your QuickBooks account based on your configuration.
Note: Tax rate synchronisation between QuickBooks and ExpenseIn is not currently supported. Tax Rates created or updated in QuickBooks will not be reflected in ExpenseIn.
a. Categories
ExpenseIn Data Field | QuickBooks Data Field |
Category Name | Account Name |
Category Reference | Account Number |
Accounts created or updated in QuickBooks will create or update Categories in ExpenseIn.
Note:
Renaming an Account updates the Category Name (if the Account Number remains the same).
Changing the Account Number creates a new Category in ExpenseIn.
Marking an Account as inactive in QuickBooks 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 | QuickBooks Data Field |
Project Name | Class Name or Customer Display Name |
Project Reference | Class Name or Customer Display Name |
* Determined by the source selected in the Data Sync configuration.
Classes or Customers created or updated in QuickBooks will create Projects in ExpenseIn.
Note:
Renaming a Class or Customer creates a new Project.
Marking a Class or Customer as inactive in QuickBooks 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 | QuickBooks Data Field |
Department Name | Location Name |
Department Reference | Location Name |
Locations created or updated in QuickBooks will create Departments in ExpenseIn.
Renaming a Location creates a new Department.
Marking a Location as inactive in QuickBooks 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. Suppliers (Invoicing module only)
ExpenseIn Data Field | QuickBooks Data Field |
Supplier Name | Supplier Display Name |
Supplier Reference | Account no. |
Suppliers created or updated in QuickBooks will create or update Suppliers in the ExpenseIn Invoicing module.
Note:
Renaming a Supplier updates the Supplier Name (if the Account no. remains the same).
Changing the Supplier's Account no. creates a new Supplier in ExpenseIn.
Making a Supplier inactive in QuickBooks marks the Supplier as inactive 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.
Additional Information
If you have any questions about the QuickBooks Data Sync or the required setup, contact our Support team for assistance.