How to
Connect QuickBooks and post a reviewed expense
Connect the correct QuickBooks company and explicitly post an eligible approved expense using accounts you have checked.
- 1
As a finance admin, select the intended business and open Finance settings → QuickBooks. Choose connect QuickBooks and select the company that owns this business's books. Complete Intuit's consent and confirm the returned company name and realm ID before proceeding.
Books · Finance settings → QuickBooks
Production connection availability is enabled per business. If access is unavailable, ask support; do not connect a different company to work around it.
- 2
Create or locate the expense, attach its supporting details and complete the normal approval workflow. Review expenses supports approved or paid positive USD corporate-card purchases that are not reimbursable; the connected company must use USD with multicurrency disabled.
Books
Bank-feed imports do not create these expense records. Card repayments, transfers, reimbursements and refunds need the appropriate separate accounting workflow.
- 3
Choose Review expenses. Confirm the merchant, amount, date, description and company. Select the Payment account that actually paid for the purchase and the Expense account for its category from the connected company's chart.
Books · QuickBooks → Review expenses
If the bank feed or your bookkeeper already recorded this purchase in QuickBooks, reconcile or match it there before posting another copy. Do not reuse account mappings from a sandbox or another company.
- 4
Choose Post this expense only when that single purchase and its account choices are correct. Confirm the result, then inspect the entry in QuickBooks and reconcile any bank-feed match there.
Books
Posting changes the books. It does not send money or pay a vendor.
- 5
If the result is unresolved, refresh Review expenses and inspect QuickBooks before doing anything else. Use Retry original posting only for the retained attempt with its saved accounts. An older attempt without a saved mapping needs reconciliation and support; do not create a replacement expense simply to retry.
Books
Worth knowing
- Connecting QuickBooks does not post any expenses automatically. Already successful postings are retained; reconnecting is not permission to post them again.
- To change companies, disconnect the current company through bsns first, then connect the intended company. Existing accounting history remains. Unresolved attempts tied to the previous company or credentials require reconciliation before further posting.
- The CSV Export to QuickBooks workflow is separate from direct posting. Importing a CSV and posting the same purchase directly can duplicate it.
- Design Accounting has a separate Review and post to QuickBooks workflow for balanced journal entries. Those journals do not create or settle QuickBooks invoice or bill documents; your bookkeeper still reconciles aging and bank matching.