The Sage Expense Management-QuickBooks Online integration allows you to seamlessly export expenses from Sage Expense Management to QuickBooks Online for tracking expenses, and maintaining accurate accounting and reconciliation. Expenses can be exported either automatically (based on your integration settings) or manually from the Sage Expense Management Admin's Report view.
You can export expenses in two ways:
Exporting from the Integration Dashboard
Go to Integrations in your Admin Dashboard.
On the QuickBooks Online integration dashboard, you can view the number of expense groups ready for export once they reach the configured export state, approved, processing, or closed.
Click Export to start exporting expenses.
By default, the integration will automatically export all expenses in real time once they reach the configured export state in Sage Expense Management
Exporting from Sage Expense Management Admin's Report View
Log in to Sage Expense Management as an Admin.
Go to Reports > Approved/Processing/Closed Tab (based on your export configuration).
Select the reports to export and click More > Export to QuickBooks Online.
Once the export is complete, the status will be updated under the QuickBooks Online Export Status column in the Reports tab. You can also access QuickBooks Online transactions directly by clicking the arrow in the status column.
Understanding Export Statuses
Export Status | Meaning |
Initiated | The export request is accepted, and data is being prepared for export. |
In Progress | The export process is ongoing. |
Complete | The export is successful, and expenses are posted to QuickBooks Online. |
Skipped | The expense was not exported due to a skip rule configured in QuickBooks Online integration. |
Error | The export failed due to an error (see below for troubleshooting). |
Exporting credit and debit card expenses
If your organization provides both credit and debit cards to employees, the Sage Expense Management-QuickBooks Online integration allows you to seamlessly export expenses from both card types to QuickBooks Online.
Navigate to Integrations > Configuration > Export Settings > Corporate Card expenses export settings
Select the export type as Debit & credit card expense
Selecting this option ensures that both credit card and bank accounts from QuickBooks Online are synced with Sage Expense Management
Next, go to the Mapping page and locate the Corporate Card mapping section. Here, you’ll see all the cards added in Sage Expense Management—both credit and debit. You can then map each card to the appropriate account in QuickBooks Online:
Credit cards should be mapped to their corresponding credit card accounts
Debit cards should be mapped to their corresponding bank or checking accounts
Grouping Split Expenses in QuickBooks Online
If the employees in your Organization split one credit card charge into multiple expenses for better categorization, and if you are looking to export all of these split expenses into a single entry on QuickBooks Online then this functionality is just for you.
When exporting Credit Card Expenses from Sage Expense Management as Credit Card Purchases to QuickBooks Online, you can export all expenses split from a single transaction into a single Credit Card Purchase Entry on QuickBooks Online. This ensures:
One Credit Card Purchase Entry in QuickBooks Online per original transaction.
Each split expense appears as an individual line item within that entry.
The Total Transaction Amount in QuickBooks Online matches the credit card statement, making reconciliation easier.
How to Enable Split Expense Grouping
Log in to Sage Expense Management as an Admin.
Go to Integrations > Configuration > Export Settings.
Set "How Should the Split Expenses Be Grouped" to Multiple Line Item.
Click Save.
All future split expenses will be grouped as line items within a single entry in QuickBooks Online.
Note:
If split expenses are approved/closed at different times in different reports, they may be exported separately. To avoid this, ensure all split expenses are reported and processed together.
Exporting Expenses with Multi-Currency in QuickBooks Online
If your organization deals with international transactions, you may be using multi-currency in QuickBooks Online. When the home currency in Sage Expense Management differs from the home currency in QuickBooks Online, additional settings are required for successful expense export.
For example, if your home currency in QuickBooks Online is USD and you work with vendors in Canada, you may have CAD as a foreign currency. If your home currency in Sage Expense Management is CAD, you must export expenses as Bills to allow the integration to apply an exchange rate.
How to Enable Multi-Currency Export
Contact [email protected] or your account manager to enable this feature.
Once enabled, go to Configuration > Export Settings.
Set the Mode of Export as Bills for:
Reimbursable Expenses (Ensure employees in Sage Expense Management are mapped to Vendors in QuickBooks Online).
Corporate Card Expenses (Set a Default Corporate Card Vendor with the same currency as the home currency in Sage Expense Management).
Configure the Accounts Payable Account with a currency matching Sage Expense Management's home currency.
Click Save.
This ensures that expenses are exported correctly using QuickBooks Online's exchange rate from one day before the export date, aligning it with the expense date.
Important Note: The home currency in Sage Expense Management, the currency of the Accounts Payable account selected, and the vendor currency must match.
For assistance with exporting expenses from Sage Expense Management to QuickBooks Online, contact [email protected].