After expenses are created on the Expenses page, review them and sync approved items to QuickBooks. An expense is the accounting record; a receipt is the uploaded image attached to it.
For definitions, see Finding and Managing Receipts in Expenses.
1. Expense review stages
Expenses move through stages on the Expenses page:
Tab | When to use it |
Draft (or Missing info) | Expense needs details, coding, or card transaction link |
For approval (or Waiting for review) | Expense submitted and awaiting review |
All | View expenses across all statuses, including synced |
Unlinked | Expenses without a linked card transaction |
Note: Tab names depend on your company settings. For approval appears when expense approval workflows are enabled; otherwise you may see Waiting for review.
2. Send expenses for review or approval
From Expenses → Draft:
One expense at a time
Open the expense.
Complete vendor, job, cost code, payment account, and other required fields.
Link the expense to a card transaction when possible.
Click Send for approval or Send for review, depending on your settings.
Multiple expenses (batch)
Go to Expenses → Draft (or All).
Select expenses using the checkboxes.
Click Actions and choose Send for approval or the appropriate review action.
3. Review and approve
Go to For approval or Waiting for review:
Open each expense and confirm details.
Approve, reject, or send back to Draft for corrections.
Use batch Actions to approve or reject multiple expenses at once.
If your company uses expense approval workflows, expenses must be approved before syncing.
4. Sync to QuickBooks
Once an expense is ready:
One expense at a time
Open the expense from the review tab.
Click Sync to QuickBooks.
Multiple expenses (batch)
Select expenses on the review tab.
Click Actions → Publish to QuickBooks (or Sync to QuickBooks, depending on your view).
Synced expenses appear on Expenses → All with a synced status.
Important: Link expenses to card transactions before syncing when possible. Syncing without a link increases the risk of duplicate entries when the card transaction posts later. See How to avoid creating duplicate expenses in QuickBooks.
5. After syncing
Synced expenses can be found on Expenses → All.
To remove a synced expense from QuickBooks, use Actions → Remove from QuickBooks on All.
Sync errors appear in filters on All; see QuickBooks - How to Review Sync Errors for troubleshooting
If you have any questions or want to share feedback, feel free to reach out at [email protected].