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ProOnGo Blog

Posts are primarily about QuickBooks, Xero, expense reports, and other topics useful to small business owners, CPAs, and ProAdvisors.


How to Import Expenses into Quickbooks

July 15th, 2011

After launching support for QuickBooks nearly two years ago, ProOnGo Expense has made sure to be the most comprehensive solution for importing your expenses into QuickBooks.

That’s why we’ve made sure to account for all the various methods in which one imports their expenses as well as how their expenses are treated on their books.

While researching different methods for importing expenses into QuickBooks, we found that the Write as Check method, while recommended by Intuit, is actually the second most popular method; the first being importing Vendor Bills. That’s why I decided to write a brief outline of how ProOnGo integrates with QuickBooks using the Vendor Method as well as some of the capabilities you might not have known about.

The very first step you should undertake, when deciding to use ProOnGo and QuickBooks to record your expenses, is to make sure that the Expense Categories, Vendor List, Payment Method List and Customer List is homogenous between ProOnGo and QuickBooks. The best way to do that is to pull all of your categories from QuickBooks into ProOnGo using the IIF method (EDITORS NOTE 10/16/2012: This post is way out of date. We no longer recommend or support IIF files. We’re 100% cloud-based now.).

In order to do this, open up QuickBooks and browse to File->Utilities->Export->Lists to IIF Files. Next, make sure you select the following:

  • Chart of Accounts
  • Customer List
  • Vendor List
  • Payment Method List

Then save your IIF file.

Next, browse to and sign into the ProOnGo Web Portal with your username and password. The ProOnGo Web Portal is the perfect administrator’s tool for expenses. It’ll allow you to see all of your expenses, make changes to them, create expense reports, view and download past expense reports, as well as customize different aspects of the mobile app.

Navigate to the Custom Categories tab. If you’re an admin for a small business account with ProOnGo, this tab will be called Company Categories.

You’ll see an import button under the title ‘QuickBooks Import Chart.’ Select Choose File and browse to your saved IIF file.

When your IIF imports, you’ll see all of your Expense Accounts will generate in Field 1, your Customer:Job list will populate in Field 3, Payment Method in Field 4 and your Vendor List will populate under Favorite Merchants.

Now that you have your expense categories synced between QuickBooks and ProOnGo, it’s time to start recording and labeling your expenses.

When it’s time to import your expenses into QuickBooks, either on the mobile device or the ProOnGo Web Portal, create an expense report with the format of QuickBooks Pro (Bill). You’ll shortly receive a special IIF file in your inbox that you’ll import into your QuickBooks system. In QuickBooks, browse to File->Utilities->Import->IIF Files. Select your IIF file and your data will be imported.

Next, all you’ll have to do is browse to Vendors->Enter Bills and using the Previous and Next buttons, you’ll see your expenses.

A note about the billing field: Using the IIF file import method, if there is a Customer:Job and Expense Account recorded for the expense, then the Billable? field will always be checked. Unfortunately, there is no way around this using the IIF file method of import. However, we will have the ability to choose the Billable? field in our next iteration of QuickBooks integration, when the ProOnGo Expense web application for Intuit App Center is released. More info on Intuit App Center here.

Extra Feature–Class Support:

We’ve often been asked to sync with the Class field inside QuickBooks and we have finally been able to meet this request. To the end-user, they’ll select their Class using Field 2 inside ProOnGo Expense, and on import of the IIF file into QuickBooks the proper Class field will show up inside QuickBooks. If you’re interested in having this integration, let us know and we’ll get it set up for you:

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