Connecting Extend with your QuickBooks Online account will save you hours of tedious manual data entry by automatically importing virtual card transactions and metadata.
Once you’ve connected the integration, your QuickBooks codes (Accounts, Location, Project, Class) will automatically sync to Extend’s expense categories. Any account tied to your organization will inherit all expense categories pulled in from QuickBooks. This synchronization allows you to tag your virtual cards and transactions with the corresponding expense categories and proactively reconcile expenses as they happen.
Additionally, each cleared transaction that pushes from Extend to QuickBooks will include additional data, like virtual card name, last 4-digits of the virtual card, and any notes.
Note: Only org owner, admin, and bookkeeper roles have permission to connect and manage an integration for the organization.
Quick tips before you get started:
- Confirm that you are a QuickBooks 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.
- Confirm you have a registered card account in Extend. If not, you will need to register a company credit card before beginning the process.
- Confirm you have defined a credit card account(s) in QuickBooks. If not, you will need to complete the credit card account setup in QuickBooks before connecting.
- If you have an existing integration connected to Extend, you must first disconnect it before connecting to QuickBooks.
- Ensure the merchant name is correctly updated in your Payee field in Quickbooks before you categorize and match transactions in the banking center.
Connecting to QuickBooks:
- Open the Extend web app.
- Click the profile icon on the navigation bar (or the Manage Organizations button on the Home page) and select Organization Settings.
- Navigate to the Integrations tab and click Connect on the QuickBooks 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.
- Next, complete the series of on-screen prompts to authenticate the connection with your QuickBooks account.
Note: The integration is enabled by Extend’s trusted third-party partner, Codat Limited. This is why the prompts look different from the actual Extend interface.
- Once authenticated, select which account in QuickBooks you’d like to connect to.
Note: The account type must be ‘credit card’ within QuickBooks.
If the connection is successful, you should see a green congratulatory banner at the bottom of the screen. The Quickbooks tile on the Integrations tab will also indicate “Connected.”
Any newly cleared virtual card transactions will be available for you to review and sync to QuickBooks.
Mapping the data
Once Extend and QuickBooks are connected, Extend will automatically retrieve and import the QuickBooks category data needed to classify transactions. You can find these imported categories on the Expense Categories tab of the Organization Settings page.
The following QuickBooks category data fields will sync to Extend:
Every time you create a virtual card, tag it with the appropriate reference codes to ensure every transaction on that card will be properly tagged in QuickBooks. Transactions are sent to QuickBooks once they have cleared, and the QuickBooks logo will appear next to transactions once they’ve been successfully imported to QuickBooks.
To push your virtual card transactions into QuickBooks, please refer to sync transactions to your accounting service.
For more information on setting up your expense categories, please refer to create and manage expense categories.
What version of QuickBooks is supported?
Extend supports integrating with QuickBooks Online.
What data will be populated in QuickBooks?
Each cleared transaction will include:
- Transaction date and amount
- Expense category code data (Account, Location, Project, Class) will populate the respective fields
- Merchant/vendor will populate in the Description field
- 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
Note: Currently, the integration does not support importing attachments associated with a transaction. But this functionality will be available in early 2024!
Who can connect to QuickBooks?
Anyone who is a QuickBooks admin at your company will be able to set up the QuickBooks integration, but this person must also have the org owner, admin, or bookkeeper role in Extend in order to complete the process.
What if I need to make a change to an Extend transaction?
Once a transaction has been sent to QuickBooks, any updates to a transaction’s reference field in Extend will not be reflected in QuickBooks. Updates must be made directly in QuickBooks.
What if I make a change to my QuickBooks codes?
Changes to your QuickBooks GL accounts, classes, locations, and projects will sync to Extend within 24 hours.
Will my transactions automatically push to my QuickBooks account?
You will have an opportunity to add or edit the expense categories at the transaction level prior to requesting the transactions be pushed to your QuickBooks account. Each transaction must have an expense category before you can request the sync process.
What happens if I do not see my Extend transaction in my QuickBooks 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.
Is connecting to my account secure?
Yes, the Extend and QuickBooks integration is secure. Users must verify their profiles by logging in to both their QuickBooks and Extend accounts, and Transport Layer Security (TLS) encrypts the data transfer.