How to sync project expenses with QuickBooks Online
The last mile of expense tracking is the books. If your accountant lives in QuickBooks Online, the question is how expenses get from the job site into the ledger without a CSV shuffle. Here is how the TaskSpend sync works—and, just as important, what it will never do on its own.
What the sync does
TaskSpend pushes approved expenses from a project into QuickBooks Online. Only approved ones: drafts, pending items, and declined requests never leave TaskSpend. And nothing moves automatically—you review what is approved and push it across yourself, so your books never receive anything you have not looked at.
Setting it up
- QuickBooks sync is part of Premium, and connecting is reserved for the workspace owner.
- In the project, choose Connect QuickBooks and sign in with your Intuit account. TaskSpend never sees your QuickBooks password—the sign-in happens with Intuit and TaskSpend receives permission, which you can revoke at any time.
- Map your TaskSpend categories to your QuickBooks categories once. After that, every pushed expense lands in the right place.
Connections are per project, so you can sync the jobs that belong in the books and leave the rest alone.
Day to day
The rhythm stays the same as before: the team captures receipts, requests get approved, the budget stays live. When you are ready—weekly, monthly, at job end—push the approved expenses across in a tap. If something does not make it, push it again; nothing is lost in between.
Not on QuickBooks? Every plan exports any project or date range as a PDF with receipts attached, or as CSV your accountant can import anywhere. The sync also works with Xero.
One scope note: the integration is with QuickBooks Online. The desktop editions are a different product and are not supported.