July 29, 2013

QuickBooks Interface

Go! Expense Pro export to QuickBooks

The easiest to use mobile expense app just got easier to interface with the rest of your business on QuickBooks (QB).  Go! Expense Pro (Go!XPro) is flexible enough to support any type of business expenses, and it now has even more flexibility to map your expense activity into your custom QB configuration.  These instructions will provide the overview, and step by step details you need.

Two important new features were introduced in Go! Expense Pro v1.4 and in the QB Export in-app purchases (IAP) available in Go! Expense.  The new features are QB Mappings, and QB Accounts.  Both of these are managed through new screens in the apps, and are accessible through the new Export screen that allows exporting of one to many expense reports in a single export.  The diagram shows conceptually how this works, and the details are explained through the rest of this document.

QBMapping

QuickBooks by Intuit is a leading business software solution.  The Go!XPro export to QB features are designed for use with the desktop QB software, and these instructions provide guidance for that purpose.  When you installed QB, you selected from several setup options depending on whether your business is a C Corp, Sole Proprietorship, etc., and based on the type of business you have.  Those choices combine to form the basis for the chart of accounts that is most commonly used in your situation, but you can tailor those accounts in QB to suit your needs.

Go!XPro v1.4 is setup with defaults for mapping Go! Expense data to QB.  These defaults can be changed and added to through the new screens.  This includes changing the mappings of Go!XPro payment types to QB accounts, and changing the QB accounts as well. You can access the QuickBooks export through the Export screen, and using the QuickBooks Mappings button.

export 

When you export to QB, Go!XPro uses the mappings you have setup at that point in time.   This gives you the flexibility to export an expense report multiple times if you need to while adjusting your mappings or QB accounts.  You need to keep track of which reports you have exported and then imported into QB.  QB provides no edits on duplicate importing of data, but you should review what you have imported in the QB reports to validate the import process.

mapping

In Go!XPro v1.4, the QB mapping process is driven by payment type.  Payment methods are important since they drive the accounts used (Credit Card, Cash, etc).  You can adjust the credit and debit accounts mapped to each payment type.  This does require you to specify a payment type on each expense that you want to export to QB.

To plan your QB mappings, you should start with reviewing your Chart of Accounts.  You may have QB accounts that align to the Go!XPro defaults, but if you don’t, you need to make decisions about how you will map your Go! Expense activity to QB.

When you use the Go!XPro QB export, it will setup the accounts needed inside QB based on what you have specified in the QB mappings.  That means that if you want to map to QB accounts you already have, you need to spell the account names correctly in QB (upper and lower case matter), and then map them to the appropriate payment types.

Go!XPro lets you export multiple reports at the same time which saves time, but also means you may need to be careful depending on your QB setup. Here are two QuickBooks setup options you need to consider:   1) multiple companies and 2) multiple currencies.

Remember that while Go!XPro allows you to have multiple companies, and you can record expenses against any of them, QB is more restrictive.  QB allows you to have multiple companies, but each company is in its own file.    You can export expenses from multiple companies at a time, but you should organize your exports based on how you will import them into QB.

Be careful with reports in different currencies.  QB does not handle multiple currencies, so you should organize your QB business to enable effective management (e.g. separate companies by currency, or convert all currency types to one currency).

In QB, Accounts Payable accounts need a vendor name assigned.  The Go!XPro app uses a default vendor name on all the expenses you import to QB so you can easily see them all under one vendor.  Then, you can refine the records as needed.

Also, the memo field on expense records is filled in with several fields from Go!XPro: 1) the expense name, 2) the report name, 3) the category for the expense, and 4) the company name. This can help you refine you expense bookkeeping if needed, to better align QB with the details you had in Go!XPro. You can see how the memo field content shows in QuickBooks in this example.

expense

 

Page on how to organize yourself for QB

–       create separate folder for reports

–       you will email from mobile device, so it’s convenient to have access to email on the machine running QB

–       retain the reports as an audit trail of what you have exported from Go!XPro

Page on how to manage QB Accounts

Page on how to customize QB mappings

 

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