Create Expense Batch
If you have both internal and reimbursable expenses, you should not select "Transfer Expense as Bill" in your setup table/Accounting Package in ConnectWise PSA. When this option is not selected, you can send over all types of expenses and they will come over to QuickBooks as an expense. From there, you can your reimbursable expenses by cutting a check-in QuickBooks.
If you would like to use the "Transfer Expense as Bill" option, you can complete the sync in two steps. First, check the "Transfer Expense as Bill" option. This will send over only the reimbursable expenses and leave behind the non-reimbursable expenses. Then you can uncheck "Transfer Expense as Bill" and transfer your non-reimbursable expenses.
To begin the creation of an Expense Batch, click on “Run New Batch” located on the side navigation menu. This will expand and offer a selection of Batches to create. Select “Create Expense Batch”.
This should bring you to the “Select Expenses” screen.
QuickBooks Company: Select the QuickBooks Online company to transfer into. Gozynta Mobius will set your Default QuickBooks Online configuration when this page loads.
Changing the QuickBooks Online Company will update ConnectWise PSA Location with the selected QuickBooks Online configuration default value.
ConnectWise Location: Filter unposted transactions by ConnectWise PSA Billing Location. (Locations only available in Standard and Plus)
Transactions: Select the transactions to transfer in the Batch.
Actions: Here, you can Select, Deselect, Refresh, and Submit transactions.
Once the Expense Batch has been submitted you will be brought to the “Batch Status” screen. Here you can review the Expense Batch to ensure that it transferred correctly.
Depending on batch size and loading times you may notice that in the “Status” section it states “This batch is still running. Please refresh your browser to retrieve updated info.” If this is the case, then you will notice that some of the “Status” fields for various sections in your Batch will appear as “Not Yet Started”. If you refresh the page the status should update; however, if some of the “Status” fields still shown as “Not Yet Started” you will need to refresh the page again. If the transfer was successful, the status for all remaining sections should change to “Completed Successfully”.
The last step is to ensure that none of the sections failed to make it through the transfer. If errors were found while attempting the transfer from ConnectWise PSA to QuickBooks Online, the status will be shown as “Failed” and will provide a brief message as to why the Action did not succeed.
If any Actions appear to have failed then the issue causing the failure must be resolved, and the batch must be run again. If the error persists, or you need assistance resolving the issue please see Customer Support.