Float allows you to export Reimbursement reports for accounting purposes, either through direct integration with your accounting software or by exporting a CSV file.
This article will provide you with a high-level overview of our export feature for Reimbursements.
Export Methods
You can export Reimbursements in one of two ways:
- Direct Integrations: Float Reimbursements currently integrates with QuickBooks Online (QBO), Xero, and NetSuite.
- CSV Export: If you don't have integrated accounting software, you can export your reports as a CSV file.
Please Note: Only approved Reimbursement reports can be exported
Mapping Spenders to Vendors
For seamless exports, users submitting Reimbursement requests must be mapped to Vendors in Float. Please review our Help Centre article below for detailed instructions on mapping Spenders to Vendors in Float: Mapping Spenders to Vendors
Exporting Reimbursements to Integrated Accounting Systems
Float supports direct integrations with QBO, Xero, and NetSuite. It simplifies your expense management by automatically syncing your Reimbursement reports as itemized bills.
To enable direct exports, you'll need to configure your accounting integration. Please follow the instructions in the specific set-up guides below based on your accounting software.
QuickBooks Online (QBO)
To get started, see: QBO Integration Guide
For a deeper look at the entire process, see: Reimbursements & QBO
Xero
To get started, see: Xero Integration Guide
For a deeper look at the entire process, see: Reimbursements & Xero
NetSuite
To get started, see: NetSuite Integration Overview
For a deeper look at the entire process, see: Reimbursements & Netsuite
Exporting Reimbursements as CSV
If you don't have an accounting integration, we make it easy to export your Reimbursement reports as a CSV file for manual processing.
For a deeper look at the entire process, see: Exporting Reimbursements as CSV
Daily Sync & Export Errors
Reviewed and approved reports are synced daily to your accounting software at 10:00 am EST as Unpaid or Paid bills. If a Reimbursement syncs as unpaid and is later paid from Float (not "Marked as Paid"), the payment status of the bill will be updated in your accounting system in the next sync.
If there's an error with the sync after payment, this will be reflected in Float at 10:00 am EST the next day when the daily sync occurs. The integrated accounting system logo (i.e., QBO, Xero, NetSuite icon) will glow red, indicating a sync error. By clicking into the report, you will see an error message letting you know why the export failed.
Frequenty Asked Questions on Exporting Reimbursements
1. What do I need to set up before exporting Reimbursements?
You need to make sure you have the following set-up:
- Your accounting integration (QBO, Xero, NetSuite) is connected
- Accounts Payable and Clearing accounts are configured
- Only a Clearing account is required for Xero users
- All Spenders are mapped to vendors
2. How do I know is a report is ready for export?
Only approved reports can be exported.
Look for reports in the "Ready to Review" tab. You'll see a coloured accounting system logo (QBO, Xero, NetSuite) in the Sync column once all required fields (GL codes, vendors, tax codes, etc.) are inputted. Hovering over the icon will display "Ready for Export".
If you are exporting as a CSV, a blue check mark in a circle icon will glow blue indicating the report is ready to export as a CSV.
3. What does it mean if the icon in the "Sync" column is greyed out?
This means that there are missing details in the reports, making it unable to be exported. To resolve this, review the report and ensure that all required details are inputted. Once the edits have been applied, the icon in the "Sync" column will be coloured.
4. Can I export multiple reports at once?
Yes! You can use the checkboxes in the "Ready to Review" or "Unpaid" tabs to select multiple reports and export them in bulk.
5. What's the difference between exporting as unpaid and marking as paid?
Export as unpaid sends the report to your accounting software as a bill to be paid at a later date. When payment is scheduled and the funds are released, then the report's status will update to "Paid" in both Float and your accounting system.
Mark as paid reflects that you've already reimbursed the employee, or will be paying them outside of Float later. This does not automatically mark the bill as paid in your accounting system - you will need to manually mark the bill as paid in both Float and your accounting software.
6. Can I re-export a report if something changes?
Yes! If you need to make changes to a report, you can do this from the Payments or All Reports tabs. Re-exporting does not create a duplicate entry in your accounting system, it will simply edit the existing bill.
Steps to Re-Export:
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- Select a report > make your desired edits > click the drop-down arrow in the "Paid" button > click "Re-Export"