Overview

All your cleared transactions from Extend virtual cards can be easily synced with your accounting software through an integration.

The Owner and Admin roles have permission to connect and manage an integration for the organization. If your organization is already connected to an integration, you can view it on the Integrations tab of the Organizations Settings page.

As the Owner, Admin, or Bookkeeper (who can sync transactions, but cannot manage the integration), you can review each transaction prior to syncing. This allows you to categorize transactions appropriately with the expense category options.

When you sync a transaction, the transaction data will map to the expense categories in QuickBooks Desktop. Additionally, each cleared transaction will import any virtual card metadata, including virtual card name, last 4 digits of the virtual card, RCN name, last 4 digits of the RCN and transaction reference ID.

How to sync transactions to QuickBooks Desktop

1. Once the integration with QuickBooks Desktop has been implemented, navigate to the Card Transactions section from the main navigation.
2. You will also need to log into your QuickBooks Desktop account and open the Web Connector. If the Web Connector is not open, transactions will not be able to be pushed to your QuickBooks Desktop account.

3. If you would like to edit any of the expense categories attached to a transaction before you sync the transactions, you can edit the categories on the table, select the transaction to review the details on the Transaction flyout or bulk select your transactions to update any of the expense categories. 
    
4. Select one or more transactions that you would like to sync using the checkbox to the left of each transaction. You can also “bulk select” transactions by selecting the box at the top of the column, next to Date. 

A modal will appear at the bottom of the page once a transaction has been checked. The modal states how many transactions have been selected that are ready to sync to QuickBooks Desktop

5. Click the Sync with Quickbooks Desktop button on the modal to start the transaction sync. 

Note: You may only sync transactions that have cleared and that have not already been synced.

As your transactions are syncing, you can monitor the status from the column on the far right of the Transactions list.

1. The hourglass icon indicates the transaction sync is in progress.
2. The integration logo icon indicates the transaction successfully synced.
3. The failure/exclamation icon indicates the transaction failed to sync.

Note: You can resync any transactions that fail to sync at anytime.

FAQs  

1. What accounting integrations are offered?
   Today, Extend offers Quickbooks Online, Quickbooks Desktop, and NetSuite integrations.
2. Are the expense categories required in order to sync transactions?
   Yes, a defined account expense category is required in order to push the transaction to connected accounting software. If this information is missing at a transaction level, the transaction list will indicate the item is missing.
3. Will I be able to edit all expense categories at the transaction level?
   You will have an opportunity to add or edit the expense categories at the transaction level prior to pushing the transaction data to QuickBooks Desktop. Each transaction must have an expense category before you can start the sync process. After you have synced the transaction you must make all changes in QuickBooks Desktop
4. If I add notes to a transaction in Extend, will those notes push to my connected accounting software?
   Any information added in the Notes field within Extend will also push to your connected accounting software and will display in the Memo field.
5. If a transaction has receipts attached, will those push to my connected QuickBooks Desktop account?
   No, QuickBooks desktop does not support uploading attachments
6. How does Extend push transactions where the date is in a closed period?
   If you attempt to push a transaction with a clearing date tied to a closed period, Extend will push the transaction to the latest open period, without altering the date of the transaction