There’s a new release of QuickBooks Online available through Spend Management. Please note, business owners or administrators with full access can complete the update. New benefits include:

• Real-time sync of receipts and completed transactions from Spend Management become available.
• Supplier information is synced to the “Payee” field in QuickBooks Online.
• Support for upcoming features not yet available in the current version.

Note: Accounts that are open on or after September 29, won’t need to follow this process. That’s because they will already have the latest version of QuickBooks Online.

Assess your access to QuickBooks Online

Upgrading is optional. This lets you choose when it’s best for your business to move to the latest version. However, once you move to the latest version, the former is no longer available.

What to do: Don’t upgrade until you’re prepared and it’s a good time for your business to transition.

Expense policy changes

The latest version of QuickBooks Online doesn’t support expense policies that automatically assign the following:

• General ledger (GL) accounts
• Classes
• Locations

In other words, you can still assign the above items as categories. However, they can’t be part of an expense policy any more.

What to do: Before upgrading, check expense policies that use these categories and update them as needed.

Sync transactions and previous categories

Transactions with assigned tracking categories will no longer be available in Spend Management after the upgrade. However, transactions that are already synced to QuickBooks Online before the upgrade are not impacted.

You’ll want to know which transactions have already synced. This way, when you connect to the newest version of QuickBooks Online, you can prevent duplications.

What to do:

• Upload any required receipts and match any unmatched ones to their transactions.

• Identify and sync transactions you want with current integration.
  • Review and confirm all eligible transactions show a successful sync status.
  • Investigate and resolve any failed syncs.
  • For unresolved transactions, document them for reprocessing after the upgrade.
  • Keep track of the transactions already synced to avoid duplicates.
    Note: You can download a “Transaction export” with Sync status field to keep track of the transactions already synced to avoid duplicates.

Automatic categorization rules

If you have automatic categorization rules set, they will automatically move to the latest version of QuickBooks Online.

Complete the upgrade

To upgrade to the new QuickBooks Online integration, you’ll need to disconnect your current access to QuickBooks Online. When you reconnect, you’ll automatically receive the upgraded version.

What to do: Go to your Profile & settings within Spend Management, then choose Accounting settings. There you’ll be able to disconnect and reconnect QuickBooks Online.  

Related articles

How do I add a new expense policy in Spend Management?
How do I edit or delete an existing policy in Spend Management?

How do I upload and submit a receipt in Spend Management?
How do I manage unmatched receipts in Spend Management?

How do I set up auto-categorization rules in Spend Management?
How do I edit or delete an auto-categorization rule in Spend Management?

How do I connect QuickBooks Online and sync transactions with Spend Management?