Guide to Syncing Expenses to Quickbooks Online
You can sync money-out transactions from Aspire to Quickbooks Online to create Spend Money records with full expense details and attachments—so you only need to reconcile them in Quickbooks Online. Admin and Finance users with accounting access can review and sync transactions.
Eligibility and Requirements
You can use this feature if:
You are an Admin or Finance user with access to accounting features in Aspire
You have connected Aspire with Quickbooks Online
You have an Admin account on Quickbooks Online to set up the connection
Feature Overview
The Sync Expenses feature lets you:
Sync money-out transactions from Aspire to Quickbooks Online
Create Spend Money transactions under Bank > Cheques module in Quickbooks Online
Review and edit expense details before syncing
Include receipts and attachments automatically
Map Aspire categories to Quickbooks Online accounts for faster workflows
What Data Syncs to Quickbooks Online
Field Type | Sync Behavior |
Standard fields | ✅ Synced |
Standard classifications (Department, Location, Class) | ✅ Synced |
Attachments | ✅ Synced |
Custom fields | ❌ Does not sync |
Step 1: Access the Sync Expenses Workflow
On your Aspire dashboard, click "Integrations" in the Settings menu in top navigation bar and select "Quickbooks Online" (web app)
Connect your Quickbooks Online account as prompted.
Step 2: Map Aspire Categories to Quickbooks Online Accounts
When you first access the workflow, review the account mapping screen.
Map Aspire categories to your Quickbooks Online chart of accounts.
Save your mappings.
Notes:
Once mapped, expenses automatically link to the mapped account.
You can edit mappings later or update accounts for individual transactions.
Step 3: Sync Transactions to Quickbooks Online
Go to the "Pending Sync" tab.
Select the transactions you want to sync.
Click "Sync expense".
After syncing, find transactions in the "Synced" tab and in Quickbooks Online under Bank > Cheques module.
Notes and Disclaimers
Notes:
Custom fields from Quickbooks Online do not sync. Set default values or make them non-mandatory before syncing.
If a transaction is updated after moving to Pending Sync, it will return to Pending Review for re-verification.
Updating a synced transaction in Aspire will mark it as Updated in the Synced tab.
Missing required Quickbooks Online fields (for example, recipient or tax settings) may cause sync errors.
How do I request receipts for expenses with missing attachments?
You can request receipts from the transaction details pane or by selecting multiple transactions in the Pending Review tab.
Why are some Pending Review expenses marked as Updated?
This happens when someone edits the category or attachments after the transaction was moved to Pending Sync. Review and sync again once ready.
Why are synced expenses marked as Updated?
This means changes were made after syncing. Review updates and apply changes in Quickbooks Online if needed.
I see “Connected” but cannot connect accounts. What should I do?
Refresh the page and try again. If the issue continues, disconnect and reconnect your Quickbooks Online account.
I cannot complete the Quickbooks Online connection. Why?
Possible reasons:
You signed in using a non-admin Quickbooks Online account
Your Quickbooks Online account reached the Access Token limit
I received a sync error. What should I check?
Ensure required fields such as recipient, tax rates, and standard classifications are filled according to Quickbooks Online settings.