Reimbursements can be exported to your accounting software from Float. You can export reimbursements in one of two ways:
- Direct Integrations: Float Reimbursements currently integrates with QuickBooks Online and NetSuite.
- CSV Export: If you don't have integrated accounting software, you can export your reports as a CSV file.
Configuring Reimbursements Exports to QuickBooks Online
- Connect QuickBooks to Float from Settings > Accounting Sync. See: QBO Integration Guide - CAD
- From Settings > Reimbursements Settings, select the Accounts Payable account & Clearing Accounts that your reimbursements will sync to.
- AP Account: The Accounts Payable account must be the type "Accounts Payable (A/P)" (account class "Liability") and in CAD.
- Clearing Account: This account helps reconcile payments after they’ve been made. The Clearing Account must be the type "Bank" and subtype "Chequing".
- Sync Vendors: Vendors will sync from QBO to Float automatically after the connection is established. This includes vendors created for your employees.
Mapping Spenders to Vendors
For seamless exports, users submitting reimbursement requests need to be mapped to Vendors in Float. That can happen automatically or manually at different stages of the Reimbursement.
- Automatic Sync: Float syncs vendors from your connected QBO account.
- Name Matching: If a user’s name matches an existing vendor, Float will link them automatically when creating the Reimbursement.
- Manual Assignment: When reviewing the Reimbursement in the "Ready to Review" page, you can assign a vendor or change the automatically matched vendor. Your update will be applied to all future Reimbursements from the user.
- New Vendor Creation: Type a new vendor name into the Vendor field while reviewing a Reimbursement. When you confirm the Reimbursement by clicking "Reviewed", the new vendor will sync with your accounting software and apply to future reports for that user.
Float applies the same vendor mapping for all subsequent reimbursements from the same user unless it is changed.
Click here for more information on creating users as vendors.
Exporting Reimbursements to QBO
After configuring the QBO integration and mapping Spenders to Vendors as indicated above, mark the report as "Reviewed" in the Ready to Review tab. Reviewed Reimbursements are synced to QBO daily (at 10:00am Eastern) as Unpaid or Paid Bills. If a Reimbursement syncs to QBO as Unpaid and is later Paid from Float (not Marked as Paid), the payment status of the Bill will be updated in QBO with the next sync.
Reimbursement Exports & Accounting Vendors
When exporting Reimbursements payable to a vendor that was not previously synced from QBO (ie. it was created in Float), a new vendor will be created in QBO.
- This happens only on the first export. Future reimbursements will use the same vendor record.
- 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 in QBO or change the vendor selected on the Reimbursement in Float
Exporting Reimbursements with NetSuite
Float's integration with NetSuite also simplifies your expense management by automatically syncing your reimbursement reports to NetSuite as itemized vendor bills.
To get started, see: NetSuite Integration Overview
For a deeper look at the entire process, see: Reimbursements & Netsuite
Exporting Reimbursements as CSV
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Export as CSV:
- On the "Unpaid" or "All Reports" pages of the Reimbursements section, use the checkboxes to select at least one report.
- Click the Download CSV button above the top-right corner of the table.
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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.