Automated Expensify Reimbursement Pipeline to QuickBooks Online (Zapier)

1. **Create the Zap**: Log in to Zapier and click 'Create Zap'. Name it 'Expensify Approved Reports to QBO Bill'. 2. **Set Trigger**: Select **Expensify** as the app and 'New Approved Report' as the event. Connect your Expensify account using your Partner User ID and Secret. 3. **Add Formatter Step**: Add a 'Formatter by Zapier' step. Use 'Date/Time' to convert the Expensify transaction date into the `YYYY-MM-DD` format required by QuickBooks. 4. **Lookup Vendor**: Add a **QuickBooks Online** step with the action 'Find Vendor'. Use the Merchant Name from Expensify as the search term. Check the box 'Create QuickBooks Online Vendor if it doesn't exist yet' to prevent errors. 5. **Add Filter (Optional but Recommended)**: Use 'Filter by Zapier' to ensure the Zap only continues if the 'Report Total' is greater than zero and the 'Report Status' is 'Approved'. 6. **Create QuickBooks Transaction**: Add a QuickBooks Online action 'Create Bill' (for accounts payable) or 'Create Purchase' (for immediate expenses). Map the Vendor ID from the previous step, the Amount from Expensify, and the Category to your 'Chart of Accounts'. 7. **Handle Receipts**: Add another QuickBooks Online step: 'Upload Attachment'. In the 'File' field, map the 'Receipt URL' provided by Expensify. Link it to the 'Transaction ID' created in Step 6. 8. **Error Handling**: Use 'Zapier Paths' or 'Ensure' logic to send a notification to Slack if the QuickBooks action fails (e.g., due to a closed accounting period). 9. **Test & Publish**: Run a test using a recent approved report. Verify the Bill and Attachment appear in QBO, then turn the Zap on.

| Expensify Field | QuickBooks Field | Zapier Transformation/Logic | | :--- | :--- | :--- | | **Merchant Name** | **Vendor** | Use 'Find Vendor' step with 'Create if missing' | | **Amount** | **Total Amount** | Formatter: Number > Spreadsheety Style (if symbol removal needed) | | **Category** | **Line Item: Account** | Map to QBO Chart of Accounts ID | | **Report ID** | **Private Note / Ref #** | `Expensify-Report-{{id}}` (String concatenation) | | **Receipt URL** | **Attachment: File** | Direct mapping (Zapier handles the URL-to-File upload) | | **Date** | **Transaction Date** | Formatter: Date/Time > `YYYY-MM-DD` | | **Manager Email** | **Memo** | `Approved by: {{manager_email}}` |

### Zapier-Specific Pitfalls - **The 'Find Vendor' Trap**: If Expensify has 'Starbucks #123' and QBO has 'Starbucks', Zapier won't find a match. Use Formatter > Text > Extract Pattern to clean merchant names before searching. - **Receipt URL Expiration**: Expensify receipt URLs are temporary. Ensure the 'Upload Attachment' step happens immediately after the 'Create Purchase' step; do not add long 'Delay by Zapier' steps in between. - **Closed Books Error**: If you try to sync an expense from a prior month where the QuickBooks 'Books' are closed, the Zap will fail. Add a Filter to check if the transaction date is within the current period. - **Task Usage**: Each receipt in a report counts as a separate action if you are looping through line items. Monitor your Zapier task quota if you have high-volume expense cycles.

- [ ] **Trigger Test**: Did Zapier successfully pull the 'Approved' report samples from Expensify? - [ ] **Account Mapping**: Does the 'Category' in Expensify match the 'Account Name' in QBO's Chart of Accounts exactly? (Use a Lookup Table if they differ). - [ ] **Attachment Check**: Open the newly created Bill in QuickBooks; is the receipt image visible in the 'Attachments' sidebar? - [ ] **Duplicate Check**: Run the test twice; did the 'Find Vendor' step prevent a second duplicate vendor from being created? - [ ] **Live Monitor**: Check the 'Zap History' after the first real-world report is approved to ensure binary data (images) transferred correctly.