Step 1: Authenticate the integration
To connect your Quickbooks Online account to SVB T&E, the first step is to log in to your SVB T&E account and head to the Accounting Sync tab of your 'Account & Settings' tab.* (Note: only admins can edit the accounting sync settings).
Select QuickBooks, and then QuickBooks online. Click the 'Connect to QuickBooks' button that appears below:
Enter in your Admin credentials from QBO, and then click "Authorize."
The connection to your Quickbooks is set up, and now you need to configure the integration.
Step 2: Select a Default Expense Account
The next step is selecting a default expense account, which is usually something like "miscellaneous" or "other." This will be used in the rare case that an expense does not have a Category selected or the Category selected is not mapped to an expense account.
After you map your Categories, each expense will be routed to the correct GL account from QuickBooks.
Step 3: Select a source Bank Account
You can select Cash or Accrual method for your reimbursable sync.
Cash Mode
SVB T&E will create a Bill and corresponding Bill Payment in this account each time we debit this bank account for reimbursements (max once a day for the sum of all expenses approved that day). Each expense in that batch will be represented as a line item in that Bill. The Bill Payment amount will match the debit you see on your bank account for easy reconciliation.
Accrual Mode
If you choose to use the Accrual Sync, SVB T&E will create a new Purchase Transaction for each expense against an SVB T&E Clearing account. Expenses sync based on the date the expense was incurred, rather than reimbursed. When the expense is reimbursed, we will create a transfer in the amount of the associated debit from your bank register to the SVB T&E Clearing account so everything zero's out.
You can read more about these options here.
Step 4: Select a close date
Select your close date. If you officially close your books in QuickBooks Online, you must keep your close date updated here each month. If an expense is dated in a closed month, we will update the date to the first day of the next open month.
Step 5: Configure your Corporate Cards
Each time a corporate card expense is approved in SVB T&E, we will push a corresponding transaction into Quickbooks Online automatically.* Once you've connected your corporate card account to Quickbooks, complete the set up by navigating to the Accounting Sync tab in your settings.
*Please note: To add an additional review of corporate card transactions prior to syncing them to QBO, toggle on the accounting sync review. Once turned on, approved Corporate Card transactions will also appear on the new Accounting page in the Admin menu bar. Admins can view and edit transaction details before syncing them to QBO.
If you have one card feed in Quickbooks, select the second option to sync to one card feed. Select the card feed from the drop down menu, and click "Save."
If you have multiple card feeds in your Quickbooks, select the last option to sync to multiple card feeds. You will need to map each card or card program to the correct feed. Click "none" to view a drop down menu of available card feeds. Click "Save," and you're done!
Step 6: Map your Categories to your Chart of Accounts
Customize your SVB T&E Category list, and then map each item to a GL account: