Purpose
This article describes how to configure and review your QuickBooks Online (QBO) integration settings.
Audience
This article is directed toward administrators (admins).
Review your settings
Once you have linked your QBO account to your account, you can review and edit your integration settings. Go to Company Settings > Integrations > and select Edit for QBO. This brings up expense categories, sync settings, and other settings you can review and edit, as well as a description of each setting (Figure 1).
Figure 1. QBO Integration Edit page
Integration details
QuickBooks Online owner: This field shows which QBO user account you’ve connected with for the QBO integration.
Enable QBO Integration in TravelBank: This toggle turns on and off the QBO integration. If you turn the toggle to Off, you can no longer edit the other configuration fields. If you leave the toggle On, you can continue editing the other configuration fields, including the sync type:
Select Sync Type: This field allows you to sync by Expense Report (upon approval) or Card Transaction (upon posting). Different configuration fields appear for each sync type.
Card Transaction sync type configuration
You can configure the following fields for the card transaction sync type.
Sync settings
Select Sync Card Transaction as: When you select the card transaction sync type, you have the option to sync the transactions as journal entries or expenses.
If you select journal entries, all posted transactions will sync as journal entries.
If you select expenses, all posted transactions will sync as expenses, except negative amount transactions. Negative amount transactions will sync as journal entries.
Default Credit Account: This is the account that will be credited for each card transaction.
Default Debit Account: This is the account that will be debited for each card transaction.
Expense Report sync type configuration
You can configure the following fields for the expense report sync type.
Expense categories
Manage Categories: This category allows users to map categories from QBO with categories from the platform.
Manage Users: This category allows you to add QBO classes to certain users. You can also add and edit users with this category.
Sync Expense Categories: This toggle syncs QBO expense accounts to platform expense categories once a day.
Sync Classes as Custom Field: This toggle syncs QBO classes to the platform as custom fields and options.
Sync settings
Default Expense Category: This category is the General Ledger account that expenses are debited from if the category on the expense is not mapped to any account in QBO. This category comes from your chart of accounts in QuickBooks.
Transaction Fee Category: This category is the General Ledger account that reimbursement transaction fees will be debited from. This is only required if you are processing reimbursements through the platform. This category comes from your chart of accounts in QuickBooks.
Default Expense Class: This category is the General Ledger Class that expenses will be tied to if a user does not have an assigned class.
Default hierarchy: If an expense report does not have an expense class selected, then the expense class defaults first to the expense class set at the user level. If the user level also does not have a default class, then the expense report defaults to the Default Expense Class.
Sync Expense Reports as: This category is where users select whether they want to sync expense reports as bills or journal entries.
Sync expense reports as bills
If you sync expense report as bills, the following fields appear:
A/P Account for the Bill: This field allows you to select an accounts payable account for the bill to be credited against.
Liability/Clearing Account to Credit on each Journal Entry: Applies to out-of-pocket, or reimbursable expenses
Sync Reimbursements: When this option is enabled, a bill payment will be created for each reimbursement processed by the platform.
If you select Yes to syncing reimbursements, a Bank Account for Reimbursement field appears. Select the appropriate bank account.
Sync Credit Card Transactions: This category creates a single journal entry for each corporate credit card expense that is added to an expense report. Most customers should set this setting to Yes. If you select No, your corporate credit card transactions that come in to the platform are not synced with QuickBooks.
If you select Yes to syncing credit card transactions, a Liability Account for Credit Card Transactions field appears.
Report Sync Date: This category is the date the platform syncs reports to QBO. The options for this category are Approval Date, Submitted Date, and Most Recent Expense Date. Note: If you are syncing at the report level, the date that will be synced for that one record for the report is the most recent expense date. For example, if you have an expense report with three expenses, there will only be one record for the report in QBO, but the report sync date will be the date of the last expense.
Liability Account for Credit Card Transactions: This category appears when the Sync Credit Card Transactions category is set to Yes. In that case, the liability account set up in this field will be applied to the credit card transactions.
Sync expense reports as journal entries
If you sync expense report as journal entries, the following fields appear:
Reporting Level: You can sync expenses at the report or expense level.
Report Level: This category creates a single journal entry for an entire expense report. For example, if you have an expense report with three expenses, after syncing there will only be one record for the report in QBO.
Expense Level: This category creates a separate journal entry for each expense (not splits) in an expense report. For example, if you have an expense report with three expenses, after syncing there will be three records for the report in QBO.
Note: The QuickBooks Online integration does not support splits. For example, if you do 10 splits on 1 receipt, and the expense level report only sends the top level.
Credit Line Type: Sum credit lines will create a single line item for the total of the report. Separate credit lines will create a separate line item for each transaction on the report.
Liability/Clearing Account to Credit on each Journal Entry: On each journal entry we will create a single line item that credits the selected account for the total amount of the expense report. This field applies to out-of-pocket, or reimbursable expenses.
Sync Credit Card Transactions: This category creates a single journal entry for each corporate credit card expense that is added to an expense report. Most customers should set this setting to Yes. If you select No, your corporate credit card transactions that come in to the platform are not synced with QuickBooks.
If you select Yes to syncing credit card transactions, a Liability Account for Credit Card Transactions field appears.
Report Sync Date: This category is the date the platform syncs reports to QBO. The options for this category are Approval Date, Submitted Date, and Most Recent Expense Date. Note: If you are syncing at the report level, the date that will be synced for that one record for the report is the most recent expense date. For example, if you have an expense report with three expenses, there will only be one record for the report in QBO, but the report sync date will be the date of the last expense.
Liability Account for Credit Card Transactions: This category appears when the Sync Credit Card Transactions category is set to Yes. In that case, the liability account set up in this field will be applied to the credit card transactions.
Need help?
If you need help, contact the Client Services team using the online chat feature.
Created: January 20, 2020
Updated: February 3, 2026