Automated Expensify Reimbursement Sync to QuickBooks Online (Make.com)

1. **Establish Connections**: In Make.com, create a new scenario. Add the **Expensify** module and connect using your Partner User ID and Secret. Add the **QuickBooks Online** module and authenticate via OAuth2. 2. **Trigger Configuration**: Search for the **Expensify > Watch Reports** module. Set the limit to 10. This module polls for reports based on their status. 3. **Add a Filter**: Click on the line after the trigger. Set a filter where `Status` (from Expensify) is equal to `Approved`. This prevents draft or deleted reports from syncing. 4. **Handle Receipts**: Add an **HTTP > Get a file** module. Map the `Receipt URL` from the Expensify bundle to the URL field. This downloads the binary file into Make.com's memory. 5. **Vendor Management**: Add the **QuickBooks Online > Search for Vendors** module. Search by the `Merchant Name`. Click 'Add an error handler' (right-click module). If no vendor is found, use a **Create a Vendor** module to prevent the scenario from failing. 6. **Map the Bill**: Add the **QuickBooks Online > Create a Bill** module. Map `Vendor ID` from the previous step, `Total Amount` to `Total Amount`, and use the `formatDate()` function: `{{formatDate(now; "YYYY-MM-DD")}}` for the transaction date. 7. **Account Mapping**: In the Bill Lines section, map the Expensify `Category` to your QuickBooks `Account ID`. *Tip: Use a Switch() function if category names don't match exactly.* 8. **Attach Receipt**: Add the **QuickBooks Online > Create an Attachment** module. Set the `Attachable Type` to 'Bill'. Map the `ID` from the 'Create a Bill' step to the `Attachable Ref` field. In the File section, select 'HTTP - Get a file'. 9. **Deduplication**: Before the QBO module, add a **Data Store > Check for record** module using the `Expensify Report ID` as the key to ensure you don't process the same report twice if the webhook re-fires. 10. **Error Handling**: Right-click the QBO modules and select 'Add Error Handler'. Use a **Break** or **Ignore** directive, or send a Slack message to the admin if a mapping fails.

| Expensify Tool (Source) | QuickBooks Online (Destination) | Transformation / Formula | | :--- | :--- | :--- | | `Merchant Name` | `Vendor` | `lower(trim(Merchant))` for exact matching | | `Total` | `Amount` | `parseNumber(Total)` to ensure decimal format | | `Category` | `Expense Account` | `{{switch(Category; "Travel"; 54; "Meals"; 12)}}` (ID Mapping) | | `Report ID` | `Doc Number` | Used as a unique Reference Number | | `Comment` | `Description` | `{{if(Comment; Comment; "No description provided")}}` | | `Receipt URL` | `Attachment Buffer` | Handled by **HTTP: Get a File** module |

* **Binary Buffers**: Make.com clears the file buffer after each cycle. Ensure the 'Create Attachment' module immediately follows the 'HTTP Get a File' module or use a Variable to store it. * **Rate Limiting**: QuickBooks Online has a limit of 100 requests per minute. If processing bulk historic reports, use a **Sleep** module or set 'Max number of cycles' to 5. * **Account IDs vs. Names**: QBO requires the numerical ID for accounts, not the text name. You must use a Search module or a hardcoded Switch function to map 'Travel' to 'Account 55'. * **ISO Date Formats**: Expensify dates may arrive in various formats. Always wrap them in `formatDate(date; "YYYY-MM-DD")` for QBO compatibility.

- [ ] Run 'Once' and manually enter an Expensify Report ID to test the data flow. - [ ] Check the 'History' tab in Make.com to confirm the Binary File (receipt) was successfully passed to QBO. - [ ] Verify in QuickBooks that the Bill status is 'Unpaid' and the 'Attachment' count is 1. - [ ] Ensure the Filter successfully blocked a 'Processing' or 'Open' report. - [ ] Confirm no duplicate Bills were created when hitting 'Run' twice on the same data bundle.