Our integration with Quickbooks allows us to have full control over the data exchanged between Payhawk and Quickbooks. If you haven't connected your Quickbooks organization to Payhawk, you can follow this guide.

Here's a diagram of all the data that Quickbooks and Payhawk are sharing.

Transactions automatically exported to Quickbooks as bill payments

For accounting reasons, we export only settled transactions. Hence, if the payment has been authorized but not settled, we will not export it. Once a transaction is settled, its settlement date and the amount will be automatically exported to the Payhawk bank account in Quickbooks as a bill payment (for incoming transfers we create a journal line to top up the account). This includes all of your:

  • Card transactions

  • Bank transfers

Types of expenses exported to Quickbooks

Whem you Mark as reviewed an expense this will push the expense to Quickbooks.

  • Card expenses are exported as Paid Bills from the corresponding bank account.

  • Cash expenses are exported as unpaid Bills.

  • Reimbursable expenses are exported as unpaid Bills.

  • Bank expenses are exported as unpaid Bills.

Payhawk data fields that are exported to Xero

  • Supplier - if the supplier is not in Quickbooks, we create a new contact automatically

  • Category - mapped to the Quickbooks chart of accounts.

  • Document number

  • Document date

  • Due date - for all bank expenses Payhawk exports the due date. If there is no due date entered, the date of the expense is used as due date.

  • Note - the cardholder's explanatory note for the expense is shown in the Description field of the expense in Quickbooks.

  • Document image

  • Amount - this is the total minus the tax rate for the expense.

  • Currency

  • VAT Rate - the tax rate provided from Quickbooks.

  • Tracking Classes- Payhawk imports Quickbooks tracking classes and let's use them as expense fields

  • Fees - when there is a fee to the transaction, the fee is applied a line item to the bank transaction in the account Fees that Payhawk created.

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