Expensify to QuickBooks Online Automated Reconciliation (n8n)

1. **Create Expensify Credentials**: In n8n, go to Credentials > New. You will need your Expensify `partnerUserID` and `partnerUserSecret`. Use the n8n Expensify node or a generic HTTP Request node for advanced API calls. 2. **Configure Trigger**: Add the 'Expensify' node and set the event to 'Report Approved'. If using the self-hosted n8n, ensure your Webhook URL is accessible via a public tunnel (like Cloudflare or ngrok). 3. **Extract Report Data**: Use an 'HTTP Request' node to call the `combinedReportData` export loop. Expensify requires a specific SQL-like syntax in the body to return JSON data. 4. **Split Expenses**: Add an 'Item Lists' node to split the 'expenses' array into individual items so n8n can process each line item separately. 5. **Sync Vendors**: Add a 'QuickBooks Online' node. Use the 'Vendor' resource and 'Get All' action. Use a filter expression: `{{ $json.merchant == $node.QuickBooks.vendor.DisplayName }}`. If no match is found, add a 'QuickBooks' node to 'Create' the vendor. 6. **Handle Receipts**: Add an 'IF' node to check if `receiptID` is present. If true, use an 'HTTP Request' node with 'Response Format: File' to download the receipt from the Expensify URL. 7. **Map to QuickBooks**: Add a 'QuickBooks Online' node (Action: Create Bill or Purchase). Map the amount, date, and vendor ID. Use expressions like `{{ $json.amount / 100 }}` to convert Expensify cents to QuickBooks decimals. 8. **Upload Attachment**: Link the binary output from the receipt download to a 'QuickBooks Online' node using the 'Attachment' resource. Reference the `ParentId` as the ID from the Bill created in the previous step. 9. **Global Error Handling**: Create a separate workflow or use the 'Error Trigger' node to catch failures (e.g., mapping errors or API timeouts) and notify the admin via Slack.

| Expensify Field | QuickBooks Field | n8n Expression / Transformation | | :--- | :--- | :--- | | `merchant` | `VendorRef` | `{{ $node["Find Vendor"].json["Id"] }}` | | `amount` (cents) | `TotalAmt` | `{{ $json.amount / 100 }}` (Decimal conversion) | | `created` | `TxnDate` | `{{ $json.created.split(' ')[0] }}` (Extract YYYY-MM-DD) | | `category` | `AccountRef` | Match via lookup table or `Account` node | | `reportID` | `DocNumber` | `{{ $json.reportID }}` (For audit trail) | | `receipt_url` | `Attachment` | Requires 'HTTP Request' node set to 'File' response |

* **Expensify Cents vs QBO Decimals**: Expensify returns amounts as integers (cents). You MUST divide by 100 in n8n expressions or your accounting will be 100x off. * **Rate Limiting**: QuickBooks API has a limit of 500 requests per minute. Use the n8n 'Wait' node or 'Split in Batches' if processing reports with hundreds of line items. * **Binary Data Management**: When downloading receipts, ensure the 'Property Name' in the HTTP Request node matches the 'Input Data Property' in the QuickBooks Attachment node (usually `data`). * **OAuth Refresh**: n8n handles QBO OAuth refreshes, but ensure your instance is running a recent version to avoid token expiration bugs during long periods of inactivity.

- [ ] Trigger a 'Test Step' in the Expensify node by manually approving a dummy report. - [ ] Check the 'Binary' tab in n8n execution data to confirm receipts are being downloaded correctly. - [ ] Verify in QuickBooks Sandbox that the 'Vendor' ID matches the merchant name exactly to prevent duplicates. - [ ] Validate that the 'Total Amount' in QBO matches the 'Total Amount' in Expensify after the decimal conversion. - [ ] Check n8n 'Execution Log' for any 401 (Unauthorized) errors, indicating credential refresh issues.