Integrate QuickBooks Online Bills with Expensify Using Pabbly Connect

Learn how to integrate QuickBooks Online bills with Expensify using Pabbly Connect. Follow this step-by-step tutorial for seamless automation. Implement the precise methodologies leading organizations use to automate repetitive tasks, illustrated with practical examples designed for immediate application.

Watch Step By Step Video Tutorial Below

1. Access Pabbly Connect for Integration

To start integrating QuickBooks Online bills with Expensify, first, access Pabbly Connect. Begin by visiting Pabbly’s official website where you can either sign in or sign up for a free account.

Once logged in, navigate to the top right corner and click on the ‘Create Workflow’ button. This is where you will set up the integration workflow for QuickBooks Online and Expensify.

2. Create a New Workflow in Pabbly Connect

In Pabbly Connect, name your workflow something descriptive, like ‘QuickBooks Online to Expensify’. This helps you identify the workflow later. The workflow consists of two main components: Trigger and Action.

The Trigger will be when a new bill is created in QuickBooks Online, and the Action will be to add this bill as an expense in Expensify. This setup automates the process effectively.

• Name your workflow ‘QuickBooks Online to Expensify’.
• Select ‘QuickBooks Online’ as the Trigger application.
• Choose ‘New Bill’ as the Trigger event.

After setting the Trigger, connect your QuickBooks Online account to Pabbly Connect. Once authorized, you will be able to capture details from the new bill created.

3. Capture Bill Details from QuickBooks Online

Once your QuickBooks Online account is connected, you can proceed to capture the bill details. Click on ‘Save and Send Test Request’ in Pabbly Connect. This will retrieve the information from the latest bill created in QuickBooks Online.

Details such as vendor name, amount, and billing date will be captured. For example, if the bill amount is $1,250 for meals with clients, these details will be displayed in the response from Pabbly Connect.

• Vendor Name: Sumo Random
• Amount: $1,250
• Billing Date: September 9

This successful connection between QuickBooks Online and Pabbly Connect ensures that you have all necessary information to create an expense in Expensify.

4. Set Up Action Step in Expensify

Next, you will set up the Action step in Pabbly Connect to send the captured bill details to Expensify. Select Expensify as the Action application and choose ‘Create Expense’ as the Action event.

Connect your Expensify account by entering the required credentials. You will need the Partner User ID and Partner User Secret, which can be found in the Expensify help section. Once connected, map the necessary fields from QuickBooks Online to Expensify.

Map the date of the bill from QuickBooks. Select the currency (e.g., USD). Map the vendor name as the merchant name.

Ensure that the amount is converted to cents by multiplying the dollar amount by 100. This conversion is essential for accurate expense reporting in Expensify.

5. Test the Integration and Confirm Success

After mapping all fields, click on ‘Save and Send Test Request’ in Pabbly Connect to test the integration. If everything is set up correctly, you will see a confirmation response indicating that the expense has been created in Expensify.

To verify, log in to your Expensify account and refresh the page. You should see the newly created expense reflecting the details from QuickBooks Online, such as the amount and vendor name.

This successful integration demonstrates how Pabbly Connect seamlessly connects QuickBooks Online bills to Expensify, automating your expense management process.

Conclusion

In this tutorial, we explored how to integrate QuickBooks Online bills with Expensify using Pabbly Connect. By following the detailed steps, you can automate your expense reporting, saving time and reducing errors in your financial processes.