New QuickBooks Features

Posted on 11. Aug, 2011 by in News & Updates

We’ve added a whole bunch of new features to our QuickBooks integration (both Online and Desktop). First off, employees can select billable customers and jobs from QuickBooks for each expense entry in ExpenseCloud. This speeds up the time to invoice and get paid. Second,  is the ability to split an expense report into two QuickBooks entries based on the expenses reimbursable state (reimbursable to the employee or a corporate card / vendor). Here’s a bit more detail about both of these and more:

Adding QuickBook Customers / Jobs To Expenses

ExpenseCloud Admins can import all the QuickBooks customers and jobs from our new client-project module. Once imported, every users in the company can access these for each expense line item.  This customer/job data is shown on the expense report and throughout the entire approval process. When the expenses are exported QuickBooks, each entry will include the customer, job and if it was billable.

With the expense data tied to the billable customer and job, companies can instantly create an invoice in QuickBooks, selecting all the expenses incurred for that customer.

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Splitting An Expense Report  Based On Reimbursable State

Often times, expense reports contain both reimbursable expenses incurred by the employee and expenses that a company pays from a corporate credit card. Now, ExpenseCloud’s QuickBooks export supports an option to send the data based on the reimbursable state of the expenses within the report. Non-Reimbursable expenses (typically corporate card charges) are sent to QuickBook as a Bill or Check, recorded to the proper Vendor. Reimbursable Expenses can be sent also as a Bill or Check to a QuckBook’s Customer, Vendor or Employee (the common use case is cutting a check to the employee).

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Other Additions

  • Users can send the expense report as a single QuickBooks entry or a multi-entry based on reimbursable state
  • We now display the expenses (Date, Merchant and Amount) when sending via the multi-entry.
  • Billable is checked on the expense entry in QuickBooks when selected in the ExpenseCloud expense line item.
  • New look to see the report name, submitter, total amount, pre-paid (non-reimbursable) and total due to the employee.
  • Support for importing COGS and Fixed Asset categories and mapping them to ExpenseCloud categories.