Export Expenses to QuickBooks
Prerequisites
- ✓You have uploaded expenses in the Expenses section
- ✓You must have a QuickBooks account
- ✓You have access to the Reports page
Outcome
- Download your expenses in a QuickBooks-compatible format ready for upload.
- Automate your accounting workflow and eliminate spreadsheet errors.
- Focus on your business while Instant Receipts handles the formatting.
Steps
Navigate to Reports
Start by navigating to the report page. For this, go to your dashboard and click on reports. You will find this in the main navigation section. When the report page opens, you will see four tabs. These will include: Expense Reports Bank Statement Reports Income Reports Tax & Compliance.
Click New Report
Now you will find a green button for new reports on the top right corner of this page. You can click on this to start creating a new report. After clicking on this button, a new report generation panel will appear. It will show all available options for customisation of your export.
Select Your Date Range
From this new panel, you can select the date range for which you need to export your expenses. There are two ways for this: the first one is Quick Select financial quarters (Q1-Q4). Secondly, you can enter a custom date range manually. If you don't select either, all existing expense records will be included.
Filter by Category (Optional)
Another incredible feature that you can find here is that you can apply a filter. You can select your expense type from the category section, either personal or business. When you select the specific date range and category on those expenses in that duration and category will export.
Click QuickBooks Button
Now, find quickBooks format at the bottom of the report generation panel from various format options. In order to start downloading expense reports in Quickbooks format click on the "QuickBooks" button.
Import into QuickBooks
Once you click on the QuickBooks button, your file will automatically download. Now you can import it directly into your QuickBooks account.
Login to QuickBooks
To import your expense report into QuickBooks. Navigate to QuickBooks and login to your QuickBooks Online account. https://qbo.intuit.com/
Navigate to Settings, then import data.
Now, go to QuickBooks settings and go to the Tools section. There, you will see an option for importing data.
Select bank data as expenses import has been removed.
After clicking on "Import Data" you will be navigated to a new panel. There select Bank Data. You can manually enter your expense report details, or you can drag and drop the file you exported from Instant Receipt.
Select Your File
Click on " Select a file" and import the file you downloaded from Instant receipt. For this, select the file and click Open.
Select your account type.
Now select your account type here, and match your CSV columns to QuickBooks fields.
Review Import Preview
After selecting the account type, you will see a preview of your expenses. If all the expenses are correct,t click on continue.
Confirm Import
Once all is done, you will see a confirmation notification from QuickBooks. Click on " Yes to continue.
Verify Expenses in QuickBooks
Click on Done to complete the import. Now youc an check all your expenses in QuickBooks if they have been successfully imported.
Troubleshooting
Import fails in QuickBooks.
If you see the notification "import fail in QuickBooks", you need to check that your expense categories match your QuickBooks chart of accounts. If the format is not recognised or you are unable to import the expenses, please contact QuickBooks' support team and address the issue.
Amounts are incorrect after import
If the expense amounts appear to be incorrect after you imported your data, you may have set different currency settings in QuickBooks than Instant Receipts. To resolve this, please verify that your currency settings match between Instant Receipts and QuickBooks.
Some expenses didn't import
If all your expenses haven't been imported into QuickBooks, kindly check the import log in QuickBooks for errors. Some expenses may have missing required fields.
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