Integrate with Quickbooks Desktop

Connecting Extend with your QuickBooks Desktop account will save you hours of tedious manual data entry by automatically importing card transactions and metadata.

Once you’ve connected the integration, your QuickBooks Desktop codes (Account, Location, Project, Class, Customer, Vendor) will automatically sync to Extend’s expense categories. This synchronization allows you create expense category rules and tag transactions with the corresponding expense categories and proactively reconcile expenses as they happen.

Additionally, each cleared transaction that pushes from Extend to QuickBooks Desktop will include additional data, like virtual card name, last 4-digits of the virtual card, and any notes.

Note: Only Owner and Admin roles have permission to connect and manage an integration for the organization. Bookkeeper roles cannot manage the integration, but can sync transactions to Quickbooks.

Quick tips before you get started:

1. Confirm that you are a QuickBooks Desktop admin. If you do not hold an admin role in QuickBooks, you will need to contact your company’s QuickBooks admin to complete the integration and authentication process.
2. Confirm you have a registered card account in Extend. If not, you will need to register a company credit card before beginning the process.
3. Confirm you have defined a credit card account(s) in QuickBooks Desktop. If not, you will need to complete the credit card account setup in QuickBooks before connecting.
4. Review the version of QuickBooks Desktop Pro, Enterprise or Professional.  Extend supports connections with
5. Confirm you are using Windows 10, Windows 11, or Windows Server 2019
6. Confirm you are the administrator on your machine, if not, you may need support from you IT. 
7. Double check your local antivirus or firewall settings. You may need to allowlist the Quickbooks Desktop web connector.
8. If you have an existing integration connected to Extend, you must first disconnect it before connecting to QuickBooks Desktop.

Connecting to QuickBooks Desktop:

1. From the Extend web app, find and select Settings from the main navigation
    
2. Once on Settings, navigate to the Integrations tab and click on the QuickBooks Desktop tile.

Note: Extend only supports one integration per organization. If you are already connected to another integration, you will need to disconnect that one first to be able to connect with QuickBooks Desktop.

4. Next, complete the series of on-screen prompts to confirm the integration and authenticate the connection with your QuickBooks Desktop account. The next several steps will walk you through the process. 
   
   
   
    
5. Select how you will access QBD
   
   
6. By confirming the connection you are allowing Extend to access the following information for use coding your transactions. 

7. You will be prompted to download and run the Quickbooks Web Connector Installer.
   
   
8. Once downloaded you will be prompted to download the configuration file and upload to your Quickbooks Desktop Account. From Quickbooks Desktop select Update Web Services. 
   
   
9. After uploading the configuration file QuickBooks Desktop there will be a prompt requesting you to allow the application to read and modify the QuickBooks company file. Select “Yes, always; allow access even if QuickBooks is not running”

10. Confirm the updates
    
    
     
11. Once you allow the connector access to the open QuickBooks Desktop company, a new connection window will appear in the web connector. Check the box on the left and copy the password displayed in Extend into the password field
    
    
    
     
12. Click on Update Selected
    
    
13. Once the password is saved, access to QuickBooks Desktop will be granted and the connector will start to sync your data to Extend.
14. Once authenticated, select which account in QuickBooks Desktop account you will push your transactions to.
    
    

Note: The account type must be ‘credit card’ within QuickBooks Desktop.

Once the connection is successful, you will see a green congratulatory banner at the bottom of the screen. The Quickbooks Desktop tile on the Integrations tab will also indicate “Connected.” 

Any cleared card transactions will be available for you to review and sync to QuickBooks Desktop.

• If Quickbooks Desktop is closed and the sync is ongoing, you will not be able to open the software until the sync has finished.
• If Quickbooks Desktop has a company file open and the sync is ongoing, this may reducing usability during these sync periods.

To push your transaction data into QuickBooks, please refer to Sync transactions to your accounting service.

For more information on setting up your expense categories, please refer to Creating and managing expense categories.

 Note: Due to Quickbooks Desktop limitations, it's not possible to use Quickbooks Desktop while it's syncing data to and From Extend. 

FAQs  

1. What version of QuickBooks is supported?
   Extend supports integrating with all versions of QuickBooks Desktop: QBO Small Business and QBO Accountant.
2. What data will be populated in QuickBooks?
   Each cleared transaction will include:
   1. Transaction date and amount
   2. Any expense category coding applied in Extend will populate the respective fields  (Account, Location, Project, Class, Customer, Vendor) will populate the respective fields
   3. Virtual card metadata will populate the Memo field, including virtual card name, last 4 digits of virtual card, RCN name, last 4 digits of RCN, transaction reference ID, and any notes entered within Extend
3. Who can connect to QuickBooks Desktop?
   Anyone who is a QuickBooks admin at your company will be able to set up the QuickBooks Desktop integration, but this person must also have the Owner and Admin role in Extend in order to complete the process.
4. What if I need to make a change to an Extend transaction?
   Once a transaction has been sent to QuickBooks Desktop, any updates to a transaction’s expense categories in Extend will not be reflected in QuickBooks. Updates must be made directly in QuickBooks Desktop.
5. What if I make a change to my QuickBooks codes?
   Changes to your QuickBooks Desktop GL accounts, classes, locations, customers, projects, and vendors will automatically sync to Extend anytime you run with QuickBooks Desktop web connector
6. Will my transactions automatically push to my QuickBooks Desktop account?
   You must manually push a cleared transaction to QuickBooks Desktop. You may add or edit the expense categories at the transaction level before pushing the transactions to your QuickBooks account. Each transaction must have an Account expense category and your web connector must be open in order to sync transactions to QuickBooks Desktop. Once pushed, any change to the transaction must be edited directly in QuickBooks.
7. What happens if I do not see my Extend transaction in my QuickBooks Desktop account?
   We will display a QuickBooks icon at a transaction level within Extend when the transaction successfully pushes to your QuickBooks account. Also, if the transaction fails for any reason, a failure icon will appear and you can attempt to sync again.
8. Is connecting to my account secure?
   Yes, the Extend and QuickBooks Desktop integration is secure. Users must verify their profiles by logging in to both their QuickBooks Desktop and Extend accounts.