# QuickBooks Online integration Get answers to all of your questions regarding Brex **URL Source:** https://www.brex.com/support/quickbooks-online-integration --- ## Overview Integrating your Brex account with QuickBooks Online reduces manual errors and data entry. It also offers: - **Simplified accounting control**: Tag expenses as billable and assign customer codes before exporting. - **Accurate data transfers**: Send expenses, receipts, and memos directly from Brex to QuickBooks Online. - **Reduced manual work**: Create rules and mappings to categorize transactions automatically. - **Aligned vendor data**: Link Brex merchants to QuickBooks Online vendors for consistency. ## Connect Brex with QuickBooks Online Brex offers two integration methods with QuickBooks Online: 1. **Brex integration** (recommended): Use Brex’s Accounting tab to automate categorization, add memos/receipts, and audit exported transactions. 2. **Bank feed**: Brex transactions appear in QuickBooks Online for easy categorization, without Brex’s custom mappings. Both options can be active at the same time. Exported Brex expenses will match with Bank Feed entries in QuickBooks Online for seamless reconciliation. Each Brex account can only be linked to a single QuickBooks Online account. If you have multiple entities (e.g., U.S. and French entities with separate QuickBooks Online accounts), you’ll need to either: - Export transaction data from Brex to a CSV file and import it manually to the additional QuickBooks Online account(s), or - Set up a separate Brex account for each entity that requires a unique QuickBooks Online integration. ## Setup bank feed on QuickBooks Online Account admins, card admins, bookkeepers and any other users with the [specific product capability](https://www.brex.com/custom-roles) can add a Brex business account or Brex card to the bank feed of QuickBooks Online by following the steps below. For Brex business account holders, an account admin must set up the bank feed to connect all accounts. **Note: **This process is not supported on QuickBooks Desktop. Please sign in via the Intuit QuickBooks Online website to link your Brex account. **Step 1: **Sign in to QuickBooks Online and go to _Transactions > Bank Transactions_. **Step 2:** Click _Link account _or _Connect account _and search for _Brex (platform.brexapis.com) or (Brex.com). _**Step 3:** Select _Brex_ and click on an account or multiple accounts you want to add. **Step 4: **Select a QuickBooks account that you'd like Brex transactions to sync to (you can create a new account if needed). **Step 5:** Select a sync-from date (transactions older than 90 days will not sync) and click _Connect_. ![HC - QuickBooks Online Revamp 01](https://brand.brex.com/m/3779ec93b0ddcb03/webimage-HC-QuickBooks-Online-Revamp-01.png) Brex transactions will start automatically syncing right away and begin appearing in your bank feed, where you'll be able to manually categorize them. If you encounter any issues, please reach out to the [QuickBooks support team](https://quickbooks.intuit.com/support/). You can also read more about [adding bank and credit card accounts to your QuickBooks Online](https://quickbooks.intuit.com/learn-support/en-us/help-article/banking/connect-bank-credit-card-accounts-quickbooks/L4yDAHMNH_US_en_US?uid=lu2yiv2v). ## Setup the Brex integration in your dashboard Now that you have completed the initial setup in QuickBooks Online, an admin or any other users with the [specific product capability](https://www.brex.com/custom-roles) can finish the process from their Brex dashboard. **Note:** The Brex admin setting up the integration must also be the primary admin in QuickBooks Online. Other user profiles will not have the necessary permissions from the QuickBooks Online end to complete the setup. **** **Note: **If you're setting up a new Brex account, you may have already been prompted to connect QuickBooks Online during the initial account setup — right after connecting your bank account. If you completed that step, your QuickBooks Online connection is already active, and the "Connect Accounting Software" task in your onboarding checklist will be marked complete. Skip to Step 4 below to finish setting up your GL account details and mappings. **Step 1:** In your dashboard, go to _Accounting_ and click _Connect_. ![Puzzle ERP 1](https://brand.brex.com/m/67b637628ad2c93a/webimage-Puzzle-ERP-1.jpg) **Step 2:** Select_ QuickBooks Online_ and click _Continue_. ![HC - QBO 02](https://brand.brex.com/m/2eb0c58f00a79d21/webimage-HC-QBO-02.png) **Step 3: **Sign in to QuickBooks Online with your credentials. Select your company and click _Next_. ![HC - QBO 03](https://brand.brex.com/m/4c76bae4c60996de/webimage-HC-QBO-03.png) **Step 4: **Back in your** **Brex dashboard, the ERP data will load and you’ll see a message indicating that the data import was successful. Now Brex and QuickBooks Online are integrated. Brex will start importing your QuickBooks Online fields and values, so you can categorize transactions appropriately in the Accounting tab. A banner will indicate when all of your fields have been imported successfully. ![HC - QBO 07](https://brand.brex.com/m/38cc4e09f4147c14/webimage-HC-QBO-07.png) **Step 5:** Click _Quickbooks settings_ and map your [GL accounts](https://www.brex.com/general-ledger-accounts) to indicate how we’ll export your transactions to Quickbooks Online. Map each category on Brex to the appropriate QuickBooks Online account type: - Accounts Payable: Credit Card - Manual payments: Bank Account - Personal expense receivable: Receivable Account - Rewards: Other Income - Reimbursement liability: Employee Liability - Card accruals liability: Credit Card Accrued Liability Account - Reimbursement accruals liability: Reimbursement Accrued Liability Account - Local reimbursement and bill pay payouts: Local reimbursement Bank Account ![QBO 1](https://brand.brex.com/m/629ef58a543514fa/webimage-QBO-1.jpg) **Note:** If the GL account you need doesn't exist yet, you can create it in QuickBooks Online without leaving Brex by following the steps below. #### Create a GL account in QuickBooks Online from Brex You can create a new GL account in QuickBooks Online without leaving Brex. The account is created directly in QuickBooks Online and becomes available to use in Brex right away. This is available to account admins and users with the manage accounting integration permission. **Step 1:** In your dashboard, go to _Accounting_ and click _QuickBooks settings_. **Step 2:** Open _Entity settings_ and select any _GL account_ dropdown. **Step 3:** At the bottom of the dropdown, click _Create GL account_. **Step 4:** Enter the _GL account name_, select the _account type_, and add an optional _account number_. **Step 5:** Click _Create_. The GL account is created in your QuickBooks Online company and is immediately available to select in Brex. ## Choosing between bank feed and Brex integration Some finance teams use only the Bank Feed for QuickBooks Online categorization. However, combining both methods can offer a more comprehensive view and improved workflow. If you export transactions from Brex, they’ll match Bank Feed records, allowing quick reconciliation. ## Additional features ### Mark as billable Brex bookkeepers, account admins, or card admins of accounts that use the QuickBooks Online integration can tag expenses as billable prior to exporting them to QuickBooks Online. Users with other role types can also set these fields on their own expenses. You can only mark an expense as billable once you tag a customer for an expense. A billable expense needs to have a customer code before being exported to QuickBooks Online and expenses marked as billable need to be associated with a GL account which allows billable expenses. The following GL account types may be used for billable expenses: expense, other expenses, other current liabilities, other current assets, other assets, fixed assets, or COGS. When you export your expenses to QuickBooks Online, the billable field will be populated based on your selections within Brex. ### Automatically tag expenses You can automatically tag expenses with customers or as billable expenses by creating custom rules. The _Customer_ field and _Billable_ field can automatically be coded based on the custom rule created. ### Map to vendors Vendor mapping lets you map merchants in Brex to the list of vendors found in QuickBooks. Once mapped, the vendor name will appear on each expense that is exported. Brex admins, bookkeepers and any other users with the [specific product capability](https://www.brex.com/custom-roles) can create these rules by following the steps below. **Step 1:** Click _Accounting_ on the left side of your Brex dashboard. **Step 2: **At the top, click _Manage automation_. **Step 3: **In the mapping tab, click _'+ Create mapping’_ or select the existing Merchant to vendor mapping to edit the rules. ![Mappings](https://brand.brex.com/asset/31cce8f5-61f3-4b49-9ad2-fea4b5d3067d/thumbnail/webimage-Mappings) **Step 4:** For each Brex merchant on the left, map it to a QuickBooks vendor on the right. Changes will be saved automatically. You can add as many mappings as you like. Future transactions with these merchants will follow the vendor mappings, with the appropriate QuickBooks vendor added to each of the expenses exported. Any current transactions that have not been exported to QuickBooks will also have their vendor mappings retroactively updated. ### Customer code Brex bookkeepers, account admins, and card admins can also tag transactions with a customer code prior to exporting them to QuickBooks Online. Users with other role types can also tag a customer code on their own expenses. To do so, select a transaction in your Brex dashboard and set the field labeled _QuickBooks custome_r with a customer. Customers are automatically pulled in from QuickBooks Online. When you export your expenses to QuickBooks Online, the _Customer_ field will populate based on your selections within Brex. ### Adding new customers to Brex After adding new customers in QuickBooks Online, account admins, card admins, and bookkeepers can update Brex with the latest QuickBooks Online data by going to _Accounting _> _QuickBooks settings_ and scrolling down to the Integration management section. Look for the Refresh integration row and click _Refresh_. ### Map transactions in bulk You can apply custom rules to map transactions in bulk in the Brex dashboard. However, custom rules will only apply to future transactions once set. For transactions already processed, you’ll need to update them manually. ### Historical transactions ### View transactions If previous transactions are missing, confirm that: - The date range in your accounting tab is set correctly. - These transactions weren’t already exported under a prior QuickBooks connection. If transactions were exported under a previous connection, re-exporting them may require additional steps. Please contact Brex support if further assistance is needed. ### Download transactions Brex currently supports export in CSV, TXT, or Excel download formats. If you need a .QBO file, you’ll need to use a file converter to change the CSV file format to .QBO. Alternatively, you may import the CSV directly to QuickBooks Online, which allows you to map fields as needed. ## Exporting transactions to QuickBooks For a step by step tutorial on how to prepare, review, and export your transactions to QuickBooks, read this [help article](https://www.brex.com/brex-dashboard-accounting-page). As long as you haven't yet closed your books on QuickBooks, QuickBooks will automatically match any transactions in the bank feed to data exported from Brex (receipts, memos, and categorization). You'll then have the option to confirm whether these matches are accurate by clicking _Match_ to the right of each transaction on the bank feed. You shouldn't see any duplicates. **Note: **Choosing CSV won’t automatically send the expense data to QuickBooks — they'll need to be added to QuickBooks manually. We’ll mark these transactions as exported to avoid duplicates the next time you export. ## Disconnect QuickBooks Online You can disconnect Brex from your QuickBooks Online account if you no longer want to directly export expense data from Brex. Note that it won’t affect the bank feed from QuickBooks’ end. **Step 1: **In your dashboard, click your name in the upper right and go to _Integrations. _**Step 2: **Click the three dots next to the _QuickBooks Online_ tile. **Step 3:** Click _Disconnect_. **Note: **If you reconnect to the same account, disconnecting your integration will not impact your mappings. ## Disconnecting and reconnecting your Brex account to QuickBooks Online When connecting Brex to QuickBooks Online (QBO), you might occasionally encounter a "reconnect" state. This often isn't an issue with Brex, but rather a nuance that requires a specific procedure to re-establish the connection. This guide provides a clear, step-by-step process to disconnect and then successfully reconnect your Brex account to QBO, ensuring your transactions sync smoothly. **Step 1:** On the_ Transactions_ -> _Bank transactions_ page, click on _Edit account details_. ![HC - QuickBooks Online 1](https://brand.brex.com/m/620c5a465680db8e/webimage-HC-QuickBooks-Online-1.jpg) _ _**Step 2:** On the right panel, click _Disconnect this account on save_, and confirm by clicking on _Yes_ -> _Save_. ![HC - QuickBooks Online 2](https://brand.brex.com/m/697731b4c003006b/webimage-HC-QuickBooks-Online-2.jpg) **Step 3:** You will be back on the _Bank transactions_ page. Refresh your browser and go to the _Link account _button at the top right. ![HC - QuickBooks Online 3](https://brand.brex.com/m/24ec449c09ea4a18/webimage-HC-QuickBooks-Online-3.jpg) **Step 4:** On the new page, select the existing Brex button, and click _Link now_. ![HC - QuickBooks Online 4](https://brand.brex.com/m/7da67517528c7f8/webimage-HC-QuickBooks-Online-4.jpg) **Step 5:** Now, select the same credit card account on the list. QuickBooks Online will pull transactions from the selected accounts from a certain date. Choose Custom, put the same date (e.g., 06/15/2025), and click _Connect_. ![HC - QuickBooks Online 5](https://brand.brex.com/m/248918c1fe9e048a/webimage-HC-QuickBooks-Online-5.jpg) **Step 6:** QuickBooks Online will connect again to Brex and bring in your transactions in a few minutes. ![HC - QuickBooks Online 6](https://brand.brex.com/m/48ac888a5fb8bd0/webimage-HC-QuickBooks-Online-6.jpg) Following these steps should successfully re-establish the connection between your Brex account and QuickBooks Online. If you continue to experience issues, please contact support for further assistance. ## Remove bank feed **Step 1:** In QuickBooks Online, go to _Transactions_ > _Bank transactions_. **Step 2:** Click the tile for the bank account > the pencil icon > _Edit account info_. **Step 3:** Checkmark _Disconnect this account on save_. **Note:** You won’t have this option if QuickBooks Online is downloading new transactions. Wait a few minutes for the update to finish and try again. **Step 5:** Click _Save_ > _Close_. If you’re going to set up the bank feed connection again, use the date of the last expense they categorized from the bank feed as the new sync date. ## Troubleshoot The following are some issues you may encounter when using your QuickBooks Online integration. If you still have trouble, or don’t see your problem listed here, please reach out to Brex Support via your dashboard or file a ticket with the [QuickBooks support team](https://quickbooks.intuit.com/support/). ### Bank feed got disconnected from QuickBooks Online If your bank feed for Brex is disconnected in QuickBooks Online, reconnect by following these steps. If you have a Brex business account, make sure you have an account admin follow these steps. **Step 1: **Log in to your QuickBooks Online account. **Step 2:** Click _Transactions > Bank Transactions_. ![[HC] QuickBooks Online integration- bank feed](https://brand.brex.com/m/51bb20c12f48810b/webimage--HC-QuickBooks-Online-integration-bank-feed.jpg) **Step 3: **On this page, a list of your Brex accounts that require reconnection will be displayed. Proceed by clicking the "Reconnect Now" button. **Step 4: **Click on the _Reconnect _in the popup. **Step 5: **Enter your Brex credentials. **Step 6: **Click on _Allow access_ on the confirmation screen to complete the reconnection. ### Duplicate payments on QuickBooks Online account You may see duplicate payments to Brex on your QuickBooks Online account if you've added your bank to the QuickBooks Online bank feed. This happens because the payments to Brex pulled from the bank feed will typically have the date that the payment left your bank account, whereas the payment to Brex pushed from the Brex dashboard will have the date that it reached Brex's bank account. Because of this date discrepancy, the payments will not auto-match. To rectify this, please follow these steps: **Step 1:** In QuickBooks Online, go to _Transactions > Banking_ and find the payment to Brex. **Step 2: **Click on the payment, and click _Find Match. _QuickBooks will suggest the payment to Brex that is a duplicate for the same amount. Each line will prompt you to match the transaction in your bank feed to the expense data, combining the two to reconcile. ### Can’t select the Brex department/location in QuickBooks Online Departments need to be created in _Team_ before they can be mapped in _Accounting_ > _Fields Library_. Once created, refresh the page, and the new department should appear as a selectable option in your accounting settings. ### “Invalid account type” error when exporting transactions The "Invalid account type" error usually indicates that the accounts payable account is mapped incorrectly. QuickBooks Online expects a credit card account type for accounts payable in this setup. Update your accounts payable mapping to a credit card account in both Brex and QuickBooks Online to resolve this. ### Migrating to Intuit Enterprise Suite If you're migrating to the Intuit Enterprise Suite, your QuickBooks integration in Brex will continue to work as expected—no action is required, as long as the email used for your original QuickBooks Online account remains the admin on the new Intuit account. The Intuit Enterprise Suite is built on the QuickBooks Online API, so Brex treats it the same way. However, certain new features introduced in the Intuit Enterprise Suite may not be supported in Brex until Intuit updates the API. After the migration**,** your use of Brex should not be disrupted. For more details, we recommend checking [Intuit’s official FAQ](https://developer.intuit.com/app/developer/ies/docs/faq). ### Transactions show “missing GL account” after mapping If transactions are showing a "missing GL account" error after mapping, it may be due to one of the following: - A recent addition of GL accounts that hasn’t updated correctly. - A red exclamation mark next to any field mappings under _Accounting_ > _Manage automation_ in Brex, indicating broken mappings. Try refreshing the integration and re-mapping any flagged fields before attempting to export again. ### Error exporting a large batch of transactions to QuickBooks Online If you’re seeing an error message like "RATE_LIMIT_ERROR" or "INTERNAL_ERROR" when exporting a large batch of transactions, it may be due to high demand on the server. ### Setting Up mapping rules (if using bank feed only) If you’ve only used the Bank Feed portion of your QuickBooks Online integration, set up mapping rules in _Accounting > Get Started_. You won’t need to disconnect the bank feed; our system will recognize the setup. Click _Next_ twice to complete the connection. If _Next_ is grayed out, follow the on-screen error message. Refresh the feed tiles, or if there’s an authentication error, QuickBooks Online will prompt you to update your credentials. If issues persist, fully remove and re-add the bank feed in QuickBooks Online. ### Setup page unresponsive If the setup page seems unresponsive, and you can't select any options or see your credit cards in QuickBooks Online, try the following: - Clear your browser cache and cookies, disable any VPNs, and try using an incognito browser window. - Check if there is an active connection between Brex and QuickBooks Online in your Brex dashboard under Integrations. If these steps don't resolve the issue, disconnect and reconnect the integration in your Brex dashboard. If the system believes a connection already exists, there may be a conflict. ### Transactions won’t export to QuickBooks Online To help troubleshoot, please refer to the relevant section(s) below, depending on whether you have expenses data enabled. ### Bank feed **Step 1:** Ensure that you are signed in to QuickBooks Online, not QuickBooks Desktop. **Step 2:** Click the Brex card on the _Banking _tab and check that you have associated the bank feed to the correct QuickBooks account — you may have to create a new account. **Step 3: **Check that the sync-from date is accurate. **Step 4:** Ensure that you, or another account admin, card admin, or bookkeeper, have not clicked on the _Disconnect_ button under _Integrations _or _Accounting _in the Brex dashboard. If someone has disconnected the integration, please re-establish the integration from scratch. ### Brex integration If you have enabled the Brex Integration, try the following steps as well: **Step 1:** Confirm that you have _Master Admin _access on QuickBooks Online. You can check how to do so in [QuickBooks documentation.](https://quickbooks.intuit.com/learn-support/en-us/help-article/manage-users/create-manage-roles-quickbooks-desktop-enterprise/L9z3XdBcQ_US_en_US#:~:text=Review%20roles%20and%20permissions&text=Here's%20how.-,Go%20to%20the%20Company%20menu%2C%20then%20select%20Users.,tab%2C%20then%20select%20View%20Permissions.) **Step 2: **Check that you've mapped all your GL accounts in _Accounting > QuickBooks Settings _as described on Step 5 of the Setup Brex integration section _. _Your categories must be linked to the following: - Accounts Payable - Credit Card - Card collection and employee repayment bank account_ _- Bank Account - Rewards Credit - Misc. Income/Other Income If you have Reimbursements enabled, also include: - Reimbursement bank account - Bank account - Reimbursement liability - Employee payable account **Step 3:** Check that the _Accounts payable_ account you selected on QuickBooks matches the _Accounts payable_ account you selected in the Brex dashboard. **Step 4: **Ensure that you haven't mapped one of the Brex categories to a deleted category on QuickBooks Online. In your Brex dashboard, go to _Accounting _> _Fields library_. Look at the Expense field_ _section to verify that you don't see any red exclamation marks next to a mapping. If you do, please refresh your integration, and re-map the broken mappings before attempting to export again. You can refresh your integration by clicking on your name in the top right > _Integrations_ and clicking _Refresh _next to the QuickBooks tile. Then, click _Refresh_. **Step 5:** On the _Prepare transactions tab_, check that you have no conflicting rules by filtering status. These transactions have multiple custom rules applied to them. In order to export the transactions, Brex needs to know which conflicting custom rule(s) should be ignored. Click the_ X_ on the rules you want to ignore (you can always reapply them). **Step 6: **Create a new _Credit Card_ account on QuickBooks Online and call it _Brex Credit Card;_ use this account for the _Accounts payable_ mapping in the integration setup (you may have to refresh your integration to see this new account). **Step 7:** Confirm that the books for the period you are trying to export have not been closed. **Step 8: **Confirm that you haven't previously exported transactions via CSV file instead of directly to QuickBooks Online — check your downloads, or speak with someone on your team that may have already exported the data. Confirm that you haven’t already prepared those transactions and sent them to the _Export history page. _**Step 9: **Check that you haven't moved the transactions pulled from the bank feed out of _Transactions > Banking_. ### Setting up mapping rules if you’ve only used Bank Feed If you’ve only ever used the Bank Feed portion of your QuickBooks Online integration, you can set up mapping rules in _Accounting _> _Get started_. You won't need to fully disconnect the bank feed when you sign into QuickBooks Online, because our system will recognize your existing QuickBooks Online bank feed setup. Click _Next _two times to finalize the connection with Brex. If _Next _is grayed out, an error message will tell you what the problem is. Refresh the feed tiles. If you have an authentication error, QuickBooks Online will prompt you to update your credentials in their platform. If the problem persists, fully remove the bank feed from QuickBooks Online and then re-add it. ### Complete QuickBooks Online connection with a Bank Feed established If you want to establish a QuickBooks Online connection but already have a Bank Feed established, go to _Accounting_ in your dashboard and click _Get started_. When you sign into QuickBooks Online, you won't need to fully disconnect the bank feed, since our system will recognize your existing QuickBooks Online bank feed setup. Click _Next_ in the pop-up window and _Next_ again to continue finalizing the connection with Brex. If _Next_ is grayed out on the Brex dashboard,you may have an error with your QuickBooks Online bank feed. Refresh the feed tiles. If there’s an authentication error, QuickBooks Online will prompt you to update your credentials in your platform. This should resolve the issue and allow you to click _Next_. If the problem persists, fully remove the bank feed from QuickBooks Online and re-add it.