QuickBooks Desktop integration

The QuickBooks Desktop integration with Brex enhances your financial management experience to minimize manual data entry and errors. You can import your chart of accounts directly from QuickBooks Desktop and create a set of rules to automatically map transactions to GL accounts, customers, and classes. Please note the following:

• The Quickbooks Desktop/Brex integration does NOT support multiple entities.
• The Quickbooks Desktop/Brex integration does NOT offer automatic receipt or bank feed
• 3rd party servers (for example Right Networks), may not allow the Quickbooks Desktop/Brex integration to be installed.
• You must install Brex on the same server/virtual machine as the Quickbooks Desktop software.

We provide memos, receipt URLs, and links back to transactions in your Brex dashboard. When it's time to export your data, you can generate a CSV file that can be effortlessly imported into QuickBooks Desktop.

Supported versions

We support the single-user environments of QuickBooks Desktop listed below.

Setup

Account admins, card admins, and bookkeepers can integrate their Brex account with QuickBooks Desktop by following the steps below. Note: QuickBooks Desktop is currently not supported on Mac and can only be set up using Windows. Step 1: In your dashboard, click your name in the top right and go to Integrations. Step 2: Find QuickBooks Desktop under Accounting (you may need to click See all). Click Connect and follow the prompts. Note: If you’re already integrated with another accounting software, please disconnect it before you can proceed. Step 3: Click Next to download the Codat/QuickBooks Desktop connector. Step 4: Once the download is complete, make sure you are running both the Connector and QuickBooks Desktop as an admin in single user mode. When prompted, copy and paste the license key from your Brex dashboard into the QuickBooks Desktop connector. Step 5: Click Install. Step 6: Follow the prompts to ensure that you have the correct company open in QuickBooks and have verified your data integrity. Click the checkbox for I have verified my QuickBooks Desktop data. Step 7: Select your region as US from the dropdown and click Link with Brex. Step 8: Click Yes, always allow access even if QuickBooks is not running and click Continue. Step 9: QuickBooks Desktop should automatically open a new tab in your browser, completing the connection. You can now close the Brex tab where you began the installation or refresh once the connection is complete. Note: After the setup, you no longer need to be in single-user mode.

Disconnect QuickBooks Desktop

You can disconnect Brex from directly exporting expense data to QuickBooks Desktop. Doing so won’t affect the bank feed from QuickBooks’ end. Step 1: In your dashboard, click your name in the top right and go to Integrations. Step 2: Next to the QuickBooks Desktop tile, click on the three dots > Disconnect. Note: If you reconnect to the same account, disconnecting your integration will not impact your mappings.

Convert a CSV to IIF for QuickBooks Desktop

You can convert a worksheet to an IIF file following the steps below: Step 1: Click Save as > Browse. and then Step 2: Set the Save as type to Text (Tab delimited) (*.txt). Step 3: Give the file an *.iif extension. Once converted, you can import it in QuickBooks Desktop.

Note: Before you can upload, QuickBooks Desktop may ask for additional data configurations. Please refer to your QuickBooks settings and requirements.