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Default accounts mapping card matching two Every accounts to bookkeeping accounts. Default accounts mapping card matching two Every accounts to bookkeeping accounts. Settings → Accounting connects QuickBooks and holds your account mappings, bookkeeping automations and expense policies. Company Admins and Bookkeepers can use it after your company finishes onboarding. An HR Admin role alone can’t open Settings → Accounting.
Every turns on additional default accounts, custom categories, reimbursement approval settings and some bookkeeping automations company by company. If you don’t see them, email support@every.io to ask about them.

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Connect QuickBooks

Under Connected accounts, QuickBooks shows as Connected or Disconnected.
1

Start the connection

In the menu next to QuickBooks, select Connect.
2

Open QuickBooks

In Connect QuickBooks, select Continue. QuickBooks opens in a new tab.
3

Authorize the connection

In the QuickBooks tab, authorize the connection.
4

Return to Every

Return to Settings → Accounting to choose your default accounts and mappings.
If your browser blocks the QuickBooks tab, allow pop-ups for Every and try again.

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Sync expenses to QuickBooks

Coding you assign on Expenses is saved in Every. To apply it in QuickBooks, select Sync to QuickBooks on Expenses. To use automatic expense sync, turn on QuickBooks Sync (see Choose bookkeeping automations).

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Choose default accounts

Once QuickBooks is connected, Default accounts, Department mapping and Category mapping appear. Selecting an account or saves the mapping. Under Default accounts, choose the QuickBooks account for each row: Automatic expense sync needs Every Bank Account and Reimbursement set.

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Map departments and categories

In Department mapping, choose a QuickBooks class for each Every department. Company Admins and HR Admins add departments in Settings → Departments (see Add a department). In Category mapping, choose a QuickBooks category for each Every category. Mandatory categories holds the required mappings for . Expand Other categories for the rest. Accounting settings showing default account mappings and department-to-class mappings beside the Settings sidebar. Accounting settings showing default account mappings and department-to-class mappings beside the Settings sidebar.

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Add or delete a custom category

You can create a category of your own and map it to a QuickBooks account at the same time.
1

Add a category

Under Category mapping → Other categories, select Add category.
2

Name the category

In Category name, enter a name of up to 120 characters. It must differ from your company’s existing categories and Every’s defaults, ignoring capitalization.
3

Choose the account

In QuickBooks account, choose an active account from your company’s connection.
4

Save the category

Select Save. The category appears with a Custom badge.
To delete an unused custom category:
  1. On the category’s row, select the trash button.
  2. Select Delete to confirm. Deletion can’t be undone.
Every’s default categories can’t be deleted. A custom category used by transactions, vendors, spending controls or rules can’t be deleted either. Category mapping with the inline Category name and QuickBooks account form under Other categories. Category mapping with the inline Category name and QuickBooks account form under Other categories.

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Choose bookkeeping automations

Under Bookkeeping automations, turn each automation on or off. Each switch saves as you change it. QuickBooks Sync starts off. It needs QuickBooks connected and Every Bank Account and Reimbursement set. Each expense also needs a QuickBooks vendor and category. An expense it doesn’t sync stays on Expenses, where you can review it and sync it yourself. A Blocked expense can’t be synced; remove it instead. Turning off Categorization stops QuickBooks suggestions. Every continues categorizing spend in Every’s own categories. On Expenses, choose QuickBooks vendors and categories yourself.
Turning off Bill Pay drops new bills emailed to Every, and they aren’t kept for later. Keep it on if your team emails bills in (see Upload bills).
Accounting settings with QuickBooks connected, the Bookkeeping automations switches and the Settings sidebar. Accounting settings with QuickBooks connected, the Bookkeeping automations switches and the Settings sidebar.

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Set a receipt threshold

Policies works with or without QuickBooks.
1

Open the receipt policy

Under Policies, select Require receipt upload.
2

Enter the threshold

In Require above this amount, enter a dollar amount greater than $0.
3

Save the policy

Select Save.
Checking and credit card spend above that amount is marked as needing a receipt and adds a Missing receipt to-do for the employee. Spend equal to the amount doesn’t need a receipt under this policy. Require receipt upload sheet with the Require above this amount field and an explanation of the policy. Require receipt upload sheet with the Require above this amount field and an explanation of the policy.

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Choose reimbursement approvals

1

Open the policy

Under Policies, select Reimbursement approvals.
2

Choose an option

Choose Require manager approval or Skip manager approval.
3

Save the policy

Select Save.
A reimbursement from an employee without a manager goes to a single Company Admin. Reimbursements already waiting for approval keep their original approvers. See Reimbursements for approval exceptions and how to approve a request.

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Refresh or disconnect QuickBooks

In the menu next to QuickBooks, select Refresh data to bring new QuickBooks accounts, vendors or classes into Every’s lists. Reload the page to see updated data. To disconnect QuickBooks:
  1. In the menu next to QuickBooks, select Disconnect.
  2. In Disconnect QuickBooks?, select Disconnect to confirm.
Expenses stop syncing until you reconnect. Your existing mappings stay in place.

Related topics

ExpensesReimbursements