Top QuickBooks Expense Management Integration Add-Ons

Although QuickBooks performs basic small business accounting, your business needs more functionality for automated expense management. QuickBooks alone has limited, time-consuming, and mostly manual capabilities for processing expense reports when your business is using its highest-level SaaS plan. 

This article covers the benefits of add-on QuickBooks expense management integrations and some of QuickBooks’ top expense management integrations. Your challenge is how to choose the best add-on software to meet your business needs. We provide some considerations to improve the software evaluation process. 

Does QuickBooks Do Expense Management?

QuickBooks doesn’t include robust expense management features, although it does use uploaded photos and a series of steps for expense reimbursement with the QuickBooks Online Advanced plan. QuickBooks lets suppliers attach expense receipts captured through photos on the QuickBooks mobile app to their invoices if the client is invoiced for billable expense reimbursement. 

For automated employee expense management, QuickBooks suggests that users integrate third-party expense management add-on software with QuickBooks. 

QuickBooks provides basic bookkeeping and accounting software for business owners, small businesses, and some mid-size companies that meet the QuickBooks user limit. QuickBooks accounting software products are grouped within the cloud-based QuickBooks Online (with several SaaS plan levels) or on-premise QuickBooks Desktop product lines. QuickBooks’ parent company, Intuit, also offers TurboTax to prepare income tax returns. 

The Benefits of QuickBooks Expense Management Add-Ons 

The best add-on software integration for employee expenses lets QuickBooks accounting software users capture receipt photos to automatically prepare digital expense report claims as employees through a mobile app, enables approvals through a mobile device, and reimburses amounts due to the employees through a unified cloud software platform that handles global payments. It also provides expense policy compliance and real-time visibility for expense spend management.

QuickBooks expense management relies on integrations with third-party add-on software that provide automated digital expense claim submission using receipt photo-based data capture, approvals, reimbursement, and syncing for better QuickBooks employee expense tracking and travel and expense management. 

11 benefits of QuickBooks expense management add-ons include:

1. Easier and earlier submission of expense reports by employees using receipt photos
2. Faster approvals and reimbursement payments 
3. Ability to submit expenses and approve them from a mobile device at any time
4. Lower chance of lost or missing expense receipts
5. Functionality to easily approve or reject submitted expenses
6. Employees receive the money for business expenses before their personal credit cards are due
7. Digitization and automation
8. Eliminating paper expense report processing and manual data entry to save staff time and eliminate storage issues and storage expenses
9. Built-in company policy compliance for travel expenses
10. Data sync with QuickBooks Online accounting software through seamless integration
11. Better real-time visibility and spend management

When your business automatically enforces its company policies for reimbursement of business-related expenses, it is more likely to avoid paying personal expenses rather than ordinary and necessary business-related expenses that are income tax deductible.

Which Expense Add-Ons Are the Best for QuickBooks?

The best QuickBooks add-ons seamlessly combine employee expense management with AP automation software to provide a unified and complete solution for global employees and suppliers. 

These QuickBooks add-on solutions streamline expense report processing and approval workflows for efficiency. They contain extensive features to prevent unintended, fraudulent, and non-business expense overspending. 

With digital expense report creation, employees don’t need to use human-error-prone Google Sheets or Excel spreadsheets to submit expenses. An add-on automated expense management solution for QuickBooks improves employees’ business expense-related cash flow because money is received before their personal credit cards are payable. 

Expense management add-ons for QuickBooks are sometimes referred to as third-party QuickBooks apps. 

Tipalti

Tipalti’s solution combines Tipalti Expenses with cloud-based Tipalti AP automation software as a unified platform for handling global expense management with QuickBooks Online integration. You can also use the extensive features of Tipalti AP automation software for QuickBooks to process invoices and pay your global suppliers to eliminate time-consuming QuickBooks accounts payable workflow steps. 

Tipalti also offers the Tipalti Card (with rewards) for controlling employee spend and other financial automation software for mass payments and procurement. 

The following features focus on expense management for intake and approval and AP automation for self-service onboarding, expense report processing, global payments, and reconciliation. 

Features

• Mobile app for capturing receipts data, submitting, and approving employee expense claims
• AI-driven automatic coding of expenses to the chart of accounts expense categories
• Syncing data with QuickBooks for recording expenses, accounts payable aging, other internal business reports, accounting, and financial reporting
• Company travel and expense policy compliance checking
• Real-time, AI-enhanced, digitized AP automation for paying employee expense claims
• AP supplier onboarding and vetting, global regulatory and tax compliance
• AI prediction of approvers and simple, guided approvals workflow (or expense rejection), with communications
• Choice of electronic payment methods in 196 countries and 120 currencies
• Spend visibility and AI-driven analytics with real-time information for cash forecasting
• Automatic real-time payment batch reconciliation with the general ledger
• Scalability for growth
• Centralized intake menu for all types of expenses

Tipalti payment method choices include ACH for domestic U.S. payments, global ACH, prepaid debit cards, PayPal, wire transfers, and checks. 

Pricing

Contact Tipalti for a software demo and pricing quote. Tipalti starts with a basic platform fee and lets its customers add features as their business expands and becomes more complex, requiring additional functionality. Tipalti doesn’t charge per expense report or add junk connection fees but does charge transaction fees for payments. Tipalti has money transmitter licenses (MTL). 

Request a custom quote from Sales for Tipalti Expenses and Tipalti AP automation, which work in combination as a unified software solution with QuickBooks integration for processing employee expense claims for reimbursement and handling your company’s accounts payable invoice processing needs (while solving QuickBooks payables problems). 

Expensify

Expensify is an expense management solution that integrates with QuickBooks. It also offers travel booking and a corporate card for controlled employee spending. The features and pricing relate to its QuickBooks-integrated employee expense management software. 

Features

• Scan employee expenses using a mobile app
• Identification of merchants and amounts with AI
• Importing business or personal spending card transactions into Expensify
• Employees click Submit for an automatic expense report using identified receipt data
• Quick approval and reimbursement
• Spend control filters and analytics to manage employee spending

Pricing

Expensify pricing depends on the plan, the number of users, and the amount of Expensify Card spending. Some pricing plans have a limited number of monthly SmartScans, and plans may require applying for and using the Expensify Card. 

SAP Concur

Concur Expense is SAP Concur’s software product for expense reporting and reimbursement, which integrates with QuickBooks as an add-on. 

Features

Concur Expense features:

• Capturing receipts through a mobile app
• Automatic expense recognition and receipts capture from integrated suppliers like Lyft from any device
• Digital approvals
• A status dashboard with pending approvals
• Automated company expense policy compliance checking
• Expense report reimbursement
• Spend control by employee

Pricing

Concur provides pricing by custom quote for its expense automation software. In addition to the basic software subscription, Concur expense pricing includes miscellaneous fees and a per-expense report fee. In your software evaluation, consider the total cost of Concur expense management.

Navan

Navan (formerly TripActions) offers integrated travel booking and expense management products with QuickBooks integration and corporate cards for employee spending. The following features relate to Navan expense management software. 

Features

• Employees upload receipt photos 
• Connected corporate or business card syncs with Navan 
• Eliminates manual expense report preparation
• Automatic categorization of expenses
• Automatically reconciles expenses
• Point-of-purchase spend controls with company policy enforcement and conditional spending limits 
• Global expense reimbursement in 45 countries and 25 currencies 
• Real-time spending visibility and analysis

Pricing

Navan provides custom quotes and may charge fees in addition to subscription pricing for items such as personal travel. 

Zoho Expense

Zoho Expense integrates with QuickBooks Desktop via the QuickBooks Desktop Connector. It is basic expense management software. 

Features

Zoho Expense includes these features:

• Receipt scan only for Premium plan or Custom plan
• Dashboard and reports to view employee spending and submitted expense reports 
• Status of expense reports, approvals, and approvers needing to approve open expense reports
• Trips list by employee
• Advances with status and approvals needed
• Card transaction views for all user’s connected cards
• Budget and variance tracking vs. actual
• Analytics with customized reports

Pricing

Zoho Expense offers different SaaS plans that charge per active user and bill annually for monthly subscriptions. The plans offer varying levels of features. 

The Zoho Expense plans include:

• Free plan for up to 3 users
• Standard ($4 per month per active user with a minimum of 3 users)
• Premium ($7 per month per active user with a minimum of 3 users)
• Custom (custom quote for worldwide organizations with more than 100 users) 

Choosing the Best Expense Integration

For QuickBooks expense management to view, process, and reimburse only business-related employee expenses, find third-party add-on expense automation software with QuickBooks integration. 

Expense Management Software Evaluation

Begin your software evaluation with our list of best expense management software add-ons. A financial team member should compare the costs of each software product under consideration, including any per-expense report, miscellaneous fees, and payment transaction fees. 

In your software evaluation, consider the following list of best features, ease of use, your company’s goals, and budget.  

Although many companies have similar requirements for expense management software, ask traveling employees, approvers, the accounts payable team, and financial management what’s important to them in expense reporting, reimbursement, and management. Provide the evaluating team screenshots or datasheets of the software products your company is considering. 

Best Features List for Expense Management Add-ons

The third-party QuickBooks expense report app should be an add-on to QuickBooks Online that includes:

• Mobile device expense reporting claim creation 
• AI-driven, photo-based, digital expense receipt capture 
• Submission by employees, with easy approval or rejection
• AI-powered, automated general ledger account coding
• Global accounts payable and payment system integration
• Fraud and error detection controls
• Expense policy compliance discrepancies detection 
• Syncing QuickBooks Online expense tracking 
•  Visibility for spend management

Best Expense Management Integrations for QuickBooks

Tipalti Expenses provides these features in combination with Tipalti AP automation software, resulting in time and cost savings, better tax deductibility, and company policy compliance for expenses. 

Tipalti provides these unified and robust automation solutions with Intuit QuickBooks integration for handling globally based employees’ expenses. 

Employees can easily prepare expense reports and get timely reimbursements for their business-related expenses. Your company will achieve timely recording of all expenses, quicker approvals of employee expenses, and Tipalti + QuickBooks expense tracking in an automated digital system with mobile intake. Get started with Tipalti + QuickBooks integration from expense management and AP automation software.