Exporting Reimbursements for Accounting

Reimbursements can be exported to your accounting software from Float. You can export reimbursements in one of two ways:

1. Direct Integrations: Float integrates with QBO and Xero.
2. CSV Export: If you don't have integrated accounting software, you can export your reports as a CSV file.

Accounting Exports with an Accounting Integration

QBO 

For QBO, you need to select the Accounts Payable account & Clearing Account that your reimbursements will sync to:

• Go to Settings > Reimbursements Settings and select the appropriate Accounts Payable account.

Xero

For Xero, reimbursements do not require additional configuration for Accounts Payable. Simply connect your Clearing Account.

Go to Settings > Reimbursements Settings and select the appropriate Clearing Account.

Reimbursement Exports & Accounting Vendors

When exporting reimbursements, a new accounting vendor is created for the employee being reimbursed. 

• Vendor Creation: This happens only on the first export. Future reimbursements will use the same vendor record.
• Duplicate Vendors: If a vendor with the same name already exists in your accounting software, you may encounter an error. In this case, delete the duplicate record.
  
  CSV Exports

Reimbursements can also be exported as a CSV file for manual reconciliation in your accounting software.

How to Export Reimbursements as CSV

1. Export as CSV:
   • Select the report(s) you want to export from the Unpaid tab.
   • Click the Download CSV button.
2. Import CSV into Your Accounting Software:
   • To import the CSV file, go to the import section of your accounting software and map each field accordingly.

Exporting Reimbursements to Xero

Steps:

1. Connect Xero: Set up the integration for CAD or USD accounts.
2. Set Up Clearing Accounts: Go to Reimbursement Settings to select your clearing account.
3. Sync Vendors: Once connected, vendors will sync automatically. This includes vendors created for your employees.
4. Export Reports: Review and update the report in the Ready to Review tab, then export it as an unpaid bill.

Exporting Reimbursements to QBO

Steps:

1. Connect QBO: Set up for CAD or USD accounts.
2. Set Up Accounts Payable and Clearing Accounts: Go to Reimbursement Settings and configure your accounts.
3. Sync Vendors: Vendors will sync automatically after connection. This includes vendors created for your employees.
4. Export Reports: Review and update the report in the Ready to Review tab, then export it as an unpaid bill.

Note: Float applies the same vendor for all future reports once it’s assigned. Until changed.

Mapping Spenders to Vendors

For seamless reimbursements, users submitting reimbursement requests need to be added as vendors in Float. Here’s how Float automates the vendor creation process:

• Automatic Sync: Float syncs vendors from your connected QBO or Xero account.
• Name Matching: If a user’s name matches an existing vendor, Float will link them in the report automatically.
• Manual Assignment: When reviewing the report, you can assign or change the vendor. Float will use this vendor for all future reports from the user.
• New Vendor Creation: To create a new vendor, type the vendor’s name in the Vendor field on the report. The new vendor will sync with your accounting software and apply to future reports for that user.

Note: Admins must add banking details prior to payment to ensure that reimbursements can be paid out directly from Float. Currently, reimbursements can only be paid out in CAD. Refer to this article on Adding user bank details and here for more information on creating users as vendors.