During the initial period of transition to BillQuick, we sometimes receive questions like this one about employee expenses from the BillQuick User Forum, a community site.
We currently use BQ 2009 and integrate with QB Pro 2010. I would love to hear from someone that is currently integrating with QB, and deals with employee reimbursable expenses. I’d like to know how you have implemented this both from a process and a system standpoint, and any issues you might have experienced.
Why? It seems that we are creating additional steps in order to deal with employee reimbursables based on the way BQ/QB is setup, but I could be wrong. We don’t have any issues with vendors as their information is split out in their vendor bill and transferred over completely. Right now, our employees enter their T&E into the BQ system. Invoices are generated out of that and flow to QB. So, for employee reimbursables we have to figure the amount ourselves and then enter it into QB manually.
Actually, you don’t need to enter data twice.
In the Expense Log screen, select the rows that you want to transfer to QB as a vendor bill and then select from the toolbar “Send to QuickBooks as a Bill”.
As SQ notes, you can send any number of expense entries to QuickBooks from the Expense Log screen. When you do it the first time, BillQuick asks for the QuickBooks vendor ID to associate with the employee expense. As you know, QuickBooks only cuts checks for vendors. BillQuick remembers the BillQuick-employee-ID-to-QuickBooks-vendor-ID association for future transfers.
In addition, you can transfer employee expenses to QuickBooks using Send to QuickBooks-Expense on the Integration-QuickBooks menu. Expenses also sync with QuickBooks when you use the Real-Time Sync and On-Schedule synchronization options.
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