Step 1:

1. Navigate to the 'Admin' section in your navigation bar.
2. Select Integrations and choose 'QuickBooks'.
3. Click on the blue 'Connect' button to complete the integration process.
   

Step 2:

• Select the branch from Rydoo (your company) you'd like to link with QuickBooks.

NOTE: When connecting for the first time, you will be asked to log in to your QuickBooks Online account. Please enter your QuickBooks login information and click on 'Connect' to proceed.

Step 3:

1. Select your preferred export settings
2. Click the 'Save' button.
3. Lastly, click on the 'Synchronize' button.

NOTE: Refer to the "How Expenses are Exported Towards QuickBooks" section to determine which export settings to choose.

IMPORTANT: After successfully connecting, the Categories, Tax, and Bank Account will be automatically imported into our system. If you have enabled the integration settings for QuickBooks Classes, Product Services, and/or Customers, the custom fields will also be imported.

Unsuccessful Sync

If the synchronization between both accounts was unsuccessful, you will see the following:

In this case, if you have selected any of the import options, make sure that you have also created them in QuickBooks. If not, the synchronization will fail.

In Rydoo, you can create various corporate entities in your account by creating 'Branches'. These branches are separate entities with their VAT numbers and, as a result, you can produce independent accounting reports. This allows them to operate independently within the context of Rydoo.

1. Single QuickBooks accounts:
   
   To link different branches to the same QuickBooks account, use the 'Add new setting' option.
   
   
   
   Tips: To maintain a clear understanding of the connections, you can rename the 'default setting' to 'Branch Name' by clicking on the edit button:
   
   
   
   
2. Multiple QuickBooks accounts:
   
   Use the 'Back to the overview' button, it will enable you to link branches to a different Quickbooks account.
   
   
   
   
   Note: It's important to click on 'Back to the Overview' when connecting to another Quickbooks account to prevent the cross-syncing of categories, taxes, and the custom field (tracking categories) if enabled. 

We only import categories of two types: 'Expenses' and 'Cost of Sales'.

• QuickBooks Chart of Accounts

To access your 'Chart of Accounts' in QuickBooks, simply navigate to

      > Settings

         > Your Company

            > Chart of Accounts

• Rydoo Categories

The chart of accounts is automatically imported and will be visible under the 'Categories' section in Rydoo.

• Managing categories in your account

Rather than deleting categories that you do not wish to use, it is recommended to disable them. If you delete a category, it may reappear when you synchronize.

• QuickBooks Customers

The customers in QuickBooks, are added via 'Customers & Leads'. 

Note: If a customer is not imported, please ensure that the customer is active.

• Rydoo Custom Field

The Customers can be referred to as 'clients', 'customers', or any preferred term.

They will be listed under 'Custom Fields' in Rydoo and accessible through the Mobile App when submitting an expense.

Here's how to import into Rydoo:

1. Access your 'Integrations' page
2. Select your Quickbooks configuration
3. In the 'Import (optional)' section
4. Select 'Customers'
5. At the end of the page, click on 'Save'
6. After, don't forget to click on 'Synchronize'
7. Once the green banner confirms the sync, go to the 'Custom Field' tab
8. Confirm a custom field named 'QuickBooks customer' was created with the list imported

Classes can be compared to a secondary chart of accounts, which enables you to categorize transactions that are separate from your chart of accounts. 

• QuickBooks Classes

The classes in QuickBooks, are added via 'Settings'

1. Locate the 'Lists' section
2. Select 'All Lists'
3. You will be directed to the screen where you select 'Classes'
   

• Rydoo Custom Field

Here's how to import into Rydoo:

1. Access your 'Integrations' page
2. Select your Quickbooks configuration
3. In the 'Import (optional)' section
4. Select 'Classes'
5. At the end of the page, click on 'Save'
6. After, don't forget to click on 'Synchronize'
7. Once the green banner confirms the sync, go to the 'Custom Field' tab
8. Confirm a custom field named 'QuickBooks classes' was created with the list imported
   
   

Rydoo offers you the flexibility to choose between adding a personal or a company card as your preferred payment method. Adding your preferred payment method is easy and can be done in just a few simple steps.

• QuickBooks Bank Accounts

To create bank accounts in QuickBooks, simply access the chart of accounts.

• Rydoo Bank Accounts

Here's how to import into Rydoo:

Step 1:

1. Access your 'Admin' section in Rydoo
2. Select your 'Payment method' tab
3. 'Add a new payment method'
   

Step 2:

Fill in all the fields in the Payment Method information.

For reimbursable payment method. It's important to choose the appropriate payment method type field. This will enable you to select the appropriate bank account imported from QuickBooks. It is required to link each payment method you add to a bank account that has been imported from QuickBooks. 

1. Payment Method Type: 'Transfer' or 'Cheque'
2. Name: 'Cash' (most recommended)
3. Card Ownership: 'Personal'
4. Bank Account (optional): even though it says 'optional', this field becomes required for successfully syncing expenses to QuickBooks. Please link it to a bank account that has been imported from QuickBooks.
5. Click 'Save'

For non-reimbursable payment methods. It's important to choose the appropriate payment method type field. This will enable you to select the appropriate bank account imported from QuickBooks. It is required to link each payment method you add to a bank account that has been imported from QuickBooks. 

1. Payment Method Type: 'Credit Card' or 'American Express'
   It depends on your card provider.
2. Name: 'Company card'
   We recommend a name that it's clear for the user that is a company card payment method.
3. Card Ownership: 'Company'
4. Bank Account (optional): even though it says 'optional', this field becomes required for successfully syncing expenses to QuickBooks. Please link it to a bank account that has been imported from QuickBooks.
5. Click 'Save'

We automatically import all the tax rates set up in QuickBooks. Please disable any VAT rates that cannot be used for expenses. This will ensure that only the relevant tax rates are available for expenses, which will help streamline your accounting processes.

• QuickBooks VAT Rates

When adding any additional custom VAT rate in QuickBooks, be sure to select the following option: 'This tax is collected on purchases'

• Rydoo VAT Rates

Here's how to disable a tax rate in Rydoo:

1. Navigate to your 'Admin' section
2. Select your 'Tax rates' tab
3. Select the tax rate you wish to disable
4. Toggle the switch to the left to disable the tax
5. At the end of the page, click on 'Save'

• QuickBooks Products & Services

To add 'Products & Services' in QuickBooks

1. Navigate to the 'General Settings'
2. Select 'Products & Services'.

IMPORTANT: When creating a new service in QuickBooks, please ensure to check the option 'I purchase this product/service from a supplier' in the 'Purchasing' information section.

Also, select the 'Expense account' from the list provided. This will enable the user to export the expenses related to this project accurately.

• Rydoo Projects

The ‘Products & Services’ feature in QuickBooks allows you to include additional details when billing your clients. These details will appear in the 'Project' tab of Rydoo and be accessible in the mobile application.

Here's how to import into Rydoo:

1. Access your 'Integrations' page
2. Select your Quickbooks configuration
3. In the 'Import (optional)' section
4. Select 'Products and Services'
5. At the end of the page, click on 'Save'
6. After, don't forget to click on 'Synchronize'
7. Once the green banner confirms the sync, go to the 'Projects' tab
8. Confirm the list was imported as individual projects in Rydoo.

All expenses will be displayed in Quickbooks under the 'Supplier' name (User name).

At your Rydoo's Quickbooks integration setup page, select the following definitions:

1. Export expenses as: Expense
2. Export invoices as: Expense
3. Export personal reimbursable expenses of your users as: Create a supplier invoice with the Rydoo user as the supplier.

• Reimbursable Expenses

All expenses will be displayed in Quickbooks under the 'Supplier' name (User name).

Please ensure to link the payment method you created in QBO to Rydoo, refer to the "What we import from QuickBooks: Bank Accounts" section to determine how to create a payment method.

IMPORTANT:

• We will create a supplier for the Rydoo user in QuickBooks Online if one does not already exist, and categorize all personal reimbursable expenses under that supplier.

• The Mileage expenses are always exported as 'Bills' regardless of the option chosen in the integration setting.

• Non-Reimbursable Expenses

Company expenses are consistently displayed with the 'merchant name', even when you select the option to 'Create a supplier invoice with the Rydoo user as the supplier’

•  Rydoo View:

• QuickBooks View:

At your Rydoo's Quickbooks integration setup page, select the following definitions:

1. Export expenses as: Bill
2. Export invoices as: Bill
3. Export personal reimbursable expenses of your users as: Create a supplier invoice with the Rydoo user as the supplier.

The expense will be recorded as a bill in QuickBooks Online, including all relevant details: Expense Amount, Date, and Category.

NOTE: Although the expense is listed as a bill in QuickBooks Online, the payee will still be the 'supplier' (Rydoo User).

• Reimbursable Expense

It will display under the Supplier (User in Rydoo) in the tab 'Expense' with the type: 'Bill'

• Non-Reimbursable

The expense will always have the merchant name as Supplier in the QuickBooks tab 'Expenses' > Type: 'Bill'.

• Rydoo View

• QuickBooks View

At your Rydoo's Quickbooks integration setup page, select the following definitions:

1. Export expenses as: Expense or Bill
2. Export invoices as: Expense or Bill
3. Export personal reimbursable expenses of your users as: Create an expense with entry the merchant

IMPORTANT:

This means all expenses that are exported will result in the creation of a new supplier with the name of the 'Merchant', regardless if they are reimbursable or non-reimbursable expenses.

After setting up the import of the information from QuickBooks, Rydoo Users will submit the expenses through your account workflow.

• Step 1: Prepare Your Accounts

1. Ensure Accounts are Set Up: Before exporting expenses, make sure that your QuickBooks Online account and Rydoo account are properly set up.
2. Check Integration: Verify that the integration between Rydoo and QuickBooks is active and configured correctly.

• Step 2: Review Expenses in Rydoo

1. Log into Rydoo: Access your Rydoo account using your credentials.
2. Navigate to Expenses: with the 'Finance Role' go to the 'Expenses' section to review the expenses you wish to export.
3. Verify Details: Ensure all expense details such as amount, date, category, and payee are accurate and complete.
4. The status of the expense should precede 'reported'
   • 'Completed' → if the approval module is disabled
   • 'Approved' → if only the approval module is enabled
   • 'Controlled' → if approval and controller modules are both enabled in inappropriate status are just skipped from export without causing any errors (if they were exports with valid expenses)

• Step 3: Initiate Export from Rydoo

1. Export to QuickBooks: Click on the 'Sync to QuickBooks' button as the destination.
2. Select Expenses: Configure the export settings, such as the date range and if needed, the specific branch you would like to sync the expenses from.

To see which expense will get exported first, click on the 'date' column in your expense overview:

• Step 4: Confirm and Export

1. Start Export: Click 'Export' to begin the process. Rydoo will process the expenses and send them to QuickBooks.

• Step 5: Verify Export in QuickBooks Online

1. Log into QuickBooks: Access your QuickBooks Online account.
   Navigate to Bills/Expenses: Go to the 'Bills' or 'Expenses' section to find the newly imported expenses.
2. Check Expense Details: Verify that all expenses have been imported correctly with the appropriate details such as amount, date, category, and payee

Connection failed

• Step 1
  • Check if anything has come across your QuickBooks account despite the error message.
  • How to solve it
    • If expenses were sent to QuickBooks despite the error, it is strongly advised to delete those transactions in your accounting software before trying to export again. If not, duplicate entries will be exported.
• Step 2
  • Check if the connection between both platforms is still active.
    • Go to 'Integrations' tab and click on the synchronization tab.
      • If the synchronization between both accounts was successful, the following will appear:
        
      • If the synchronization between both accounts was unsuccessful, the following will appear:
        
  • How to solve it
    • It is required to fully disconnect and reconnect.
      • Go to 'Integrations' tab and click on the arrow next to the 'Synchronize' button.
      • Click on the option 'Disconnect from QuickBooks':
        

IMPORTANT: If there are multiple Branches with a different QuickBooks Account. It's required to click on 'Back to the Overview' after the branch is disconnected.

Type of Chart Account Imported

If any categories were not imported, kindly verify the Account type in QuickBooks.

The following types will NOT be imported:

• Cash and cash equivalents
• Current assets
• Current liabilities
• Fixed assets
• Income
• Non-current liabilities
• Non-current assets
• Other income
• Owner's equity

Specific Export

Only expenses from the branches specified in the integration settings can be exported. This ensures that financial data remains organized and aligned with the designated branches, preventing any unintended transactions from being included. By focusing on the specified branches, the export ensures that only the necessary expenses are transferred. This targeted approach enhances the integrity of the data being exported.

Bank Account Management in Rydoo

Expenses should be paid using the payment method linked to the QuickBooks bank account. If an expense is not linked to the appropriate payment method, the export will fail. This ensures that all transactions are accurately matched with their corresponding bank accounts in QuickBooks, making sure your financial records are consistent and accurate. Proper linkage prevents discrepancies and ensures a smooth export process, enabling reliable financial reporting and management.

• How to solve it:

1. Go to the 'Admin' section in Rydoo
2. Access the tab 'Payment methods'
3. Click on the relevant user and link the payment method with a Quickbooks bank account.

Vendor Error Message

If you receive this error message it usually indicates that you are exporting all reimbursable expenses with the user as a supplier but you have not added the user email address on the supplier account in Quickbooks.

• How to solve it

1. Check if the email address of the user is added on their supplier account in Quickbooks.
2. Make sure that the same email address is used as the registered Rydoo email address.

The Mileage expenses are always exported as 'Bills' regardless of the option chosen in the integration setting.

Tax Rate Error

1. Imported Tax Rates:
   Only expenses with tax rates that have been previously imported to QuickBooks will be successfully exported.
2. Rydoo-created Tax Rates:
   Expenses with tax rates created in Rydoo will fail to export to QuickBooks.
3. Custom Tax Rates:
   If an expense has a custom tax rate entered during its creation, the expense will be exported, but the tax rate will not be displayed in QuickBooks Online (QBO).
   
   

Custom Field Limitations

• Rydoo Custom Fields: The values of Rydoo custom fields will not be displayed in the expense report in QuickBooks.
• Visible Fields: Only QuickBooks Customers and QuickBooks Classes are shown in the QuickBooks expense report.
  
  

Accounting Management

The error message indicates that the accounting period in Quickbooks is closed for the expenses that were part of the export.

• How to solve it

1. Check in Quickbooks if your accounting year is still open for that date:
   
2. Edit the closing date if necessary:
   
3. After the changes have been made, please synchronize your account under the 'Integrations' tab to update the information and try to export again.
   
   

NOTE: Sometimes users can submit old expenses on later date. In this case, check the oldest expense that is ready to be exported. If the date is incorrect, simply open the expense and correct it.

To find the oldest (completed, approved or controlled) receipt in your expense overview, click on the tab 'date':

Categories Error Message

This error message indicates that the expense is currently linked to a category that is created in Rydoo rather than to one that has been imported from Quickbooks.

• Step 1
  • Via your 'Admin' settings
  • Open the 'Categories' section
  • Check the 'source' of the category.
    
  • How to solve it
    • If there aren't past expenses (reported status), you can easily delete the categories with Rydoo source.
    • To avoid deleting categories linked to historical data:
      • Edit the category
      • Write, for example, 'wrong' behind the category with source 'Rydoo'
      • Click 'Save'
        
• Step 2
  • After editing, easily relink the expense to the correct Quickbooks category.
  • If no categories with source 'QuickBooks' are displayed, please refer to 'What we import from QuickBooks: Chart of Accounts'
  • How to solve it
    • Via 'Expenses' tab, filter out on the wrong category, it provides an overview of all the expenses linked to that category.
      
    • Open up the expense and link it to the 'correct' category
    • Click 'save' and try to export again.
      

NOTE: After the corrections have been made, it is important to deactivate the incorrect category so it can no longer be selected.

Error Message

See the possible scenarios when this error message can be triggered:

1. The connection is no longer valid between both platforms.
   Please, refer to 'Failed Export: Step 2' to restablish your connection.
2. Not all required fields have been filled out.

   • merchant

   • amount

   • currency

   • date
     Validate that the Rydoo expenses being exported contains data in all the fields mentioned above. In this case, please add the missing information by editing the expense before trying to sync the expenses to QuickBooks again.

3. Expenses have been paid with 'cash' or a 'personal credit card' but the payment method doesn't contain the bank account.
   Please refer to the topic 'Quickbooks bank account' to resolve the issue.
4. There are expenses that fall outside of the accounting period in Quickbooks. Please check 'Account period closed' topic to resolve the issue.

NOTE: In order to check which expense is blocking the export, it is advised to export in smaller batches. It's possible to limit the number of expenses being exported by selecting the accounting end date on the export process.

Incorrect Status

The status of the expense should precede 'reported', the integration will not transfer the expenses if the status was changed to reported before running the 'Data Export Process'

• • 'Completed' → if the approval module is disabled
  • 'Approved' → if only the approval module is enabled
  • 'Controlled' → if approval and controller modules are both enabled in inappropriate status are just skipped from export without causing any errors (if they were exports with valid expenses)