When your QuickBooks Online account is integrated with Monograph, it's easy to send expenses to QBO for recording bills and purchases.

📚 The steps in this article are specific for recording expenses in QBO, which is different than mapping Expenses to QBO Services for Invoicing purposes.

When QuickBooks Online is connected, the Expense Type section can be found by navigating to Settings > QuickBooks > Expense Types. Here, a Quickbooks Credit Account can be set up for both Reimbursable Expenses and Non-reimbursable Expenses.

Reimbursable Expenses will be imported as bills in QuickBooks and must be associated with the Accounts Payable account.

In QuickBooks, the vendor will appear as the name of the employee who was reimbursed.

When a consultant is selected, the bill sent to QBO will use the associated consultant company as the vendor on the bill.

Non-reimbursable Expenses will be imported as an *Expense transaction type in QuickBooks and must be associated with a Bank or Credit Card account. In QuickBooks, the vendor field will remain blank, allowing the vendor name to be entered as needed.

When QuickBooks Online is connected, a Vendor field appears on the expense entry form. This field lets you associate the expense with a specific vendor in QBO. If you don't see the vendor you need in the dropdown, create or sync the vendor in QBO first, then refresh the page in Monograph so the new vendor is available for selection.

When adding Expense Categories in Settings, a QuickBooks Service and Quickbooks Account can be associated with each expense if QBO is connected.

The Quickbooks Service is used specifically for invoicing purposes, while the Quickbooks Account is used specifically for sending Bills and Expenses (Purchases) to QBO.

Navigate to Settings > QuickBooks > Expense Categories and use the dropdown for each Expense Category to update the QuickBooks Account associated with each expense.

Some examples of QBO Accounts are:

After your Expense Types and QuickBooks Accounts have been set up for expenses, they can be sent from Monograph to QuickBooks Online.

To do this, navigate to the Expense Report (Money > Costs > Expenses) and click More > Send to QuickBooks in the upper right corner.

A new page will appear to show any expenses that have not previously been sent to QuickBooks Online. Here, you'll be able to see which QuickBooks Destination each expense will be associated with (which is determined by the Client or QBO Project or QBO sub-customer that is associated with the project in Monograph).

If needed, the Quickbooks Account for each expense can be changed by using the drop-down.

Once an expense has been sent to QuickBooks Online, the QB icon will appear to the left of the "Name" column for the expense.

At this time, expenses can only be mapped to QBO Expense accounts - they cannot be mapped to COGS accounts.

It's best practice to create reimbursable expenses as a "Bill" transaction type, which are meant to be paid back to employees later. Non-reimbursables, typically paid for on a corporate card, are created as an "Expense" transaction type that have already been incurred.

No, an expense sent to QuickBooks Online will not automatically update if you make changes in Monograph after it has been sent. The original expense in QBO would need to be deleted, and then, after the changes are made in Monograph, you would re-send it to QBO.

“Expenses” in the general sense refers to business costs of any kind. The "Expense transaction type" is a specific way of recording those costs in QuickBooks (as opposed to recording them as Bills, Checks, or other transaction types).

The Vendor field appears only when your Monograph account is connected to QBO. It allows you to specify which vendor in QBO the expense should be tied to when it syncs.

Add or sync the vendor directly in QBO first, then refresh the page in Monograph. The vendor should then appear in the dropdown for selection.

No. Any expenses submitted before these vendor changes will not be updated. Only new expense entries will use the vendor field workflow.