BQE Core & Expensify Integration Sync Tool User Guide
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      2. BQE Core & Expensify Integration Sync Tool User Guide

      Settings tab

      Image of Settings Tab

      NOTES AND TIPS

      • Note the drop-down menu at the top for Workspace. For each workspace you have set up in Expensify, you will need to configure sync settings.
      • Be sure to Save Settings before leaving this tab.

      DETAILS AND EXPLANATIONS:

      Days of transaction activity to sync -

      Based on the created date or modification date in Expensify or BQE Core.  Determine the number of days of activity to sync. This is for all data activity: modifications or additions to projects and phases, modifications or additions to credit card charges or reimbursement reports, modifications or additions to lists such as payment terms, chart of accounts, vendor records, classes, etc. to sync between the two systems. Depending on the total number of transactions your entity has each month, SPRCHRGR recommends setting for at least 30 days.  Syncing Rule: Once data syncs, it will not sync again unless it has been modified in the source of truth.  Reminder: data is never removed. If data or a transaction is removed/deleted in one application, the sync tool will not notice to remove it from the other application.  See the separate article regarding deleted transactions.

      Create Expensify Categories from - This sync category was added to the sync tool to offer control.  With this setting you tell BQE Core which lists you want updated in Expensify.  So, in the above example, for the Workspace: xxProjects, we are asking BQE Core to sync only the Expense Items list to Expensify. Conversely in the next example, Workspace: xxAdmin, we are asking BQE Core to sync only the GL Accounts list in Expensify:

      The idea here is employees who are entering admin expenses choose from the general ledger accounts (for items like office supplies and business meals) and employees who are entering project expenses choose from the Expense Items list (project travel and project meals). 

      Sync Projects, Sync Vendors, Sync Classes (and Required for All Expenses) - With this next section, you get to tell the sync tool what lists you want populated in Expensify and you can tell Expensify to make the field required in Expensify.  Keeping in mind which Workspace you're configuring settings for, you decide if:

      1. you want to sync the project list to Expensify?  
        1. and, do you want this to be a required field in Expensify before employees can submit their credit card reports or expense reimbursement reports?
      2. you want to sync the vendor list in Expensify?
        1. and, do you want this to be a required field in Expensify before employees can submit their reports?
      3. you want to sync the class list in Expensify?
        1. and, do you want class to be specified on all transactions before employees can submit their reports?

      Example:  For a Project workspace, it makes sense that the Expensify categories would be created from the Expense Items and to Sync Projects and make Projects required for all expenses. So, when employees enter project expenses, they can choose from project expense items and since you've made the project name required, they can't accidentally submit a report with a project expense and no project name. 

      Create Non Reimbursable Expenses as - 

      Overview: Expensify handles corporate credit card charges and employee reimbursements.  A quick note about reimbursable reports - they can be reimbursed via Expensify or you can create a bill that syncs to BQE Core as a vendor bill.  If you are using Expensify to transfer funds to employees, be sure to let your SPRCHRGR implementation specialist know.  If you wish to create a vendor bill that syncs to BQE Core (and then eventually to BILL.com), let us know. 

      This setting is focused on how to handle Non-Reimbursable expenses (corporate credit card charges).  The suggested default setting is Credit Card Charge. A credit card charge coded to a project will also create an Expense entry (in the T&E section of BQE Core) which can be billed to your clients, if you wish.  If for some reason you only want the corporate credit card charge to populate BQE Core as an Expense Entry, you can control that here: 

       

      Default AP account for bills - Choose your default A/P account here; this will populate teh A/P Account in the BQE Core vendor record:

       

      Default Vendor for Credit Card Transactions: Some clients do not wish to set up a new vendor for every merchant that paid via corporate credit card. This allows you to specify a default vendor name for each of the corporate credit card charges.

      Consider if you need to configure different settings for a different Workspace.

      Remember to Save Settings!