Save hours of manual reconciliation by automating your expense coding and syncing Extend with your accounting software. Extend’s integration provides a rich data set for all synced transactions, as it records metadata that your credit card issuer may not have. 

When you connect with your accounting or ERP software—like QuickBooks Online, QuickBooks Desktop or NetSuite—and set up your expense category codes in Extend, you and your team can tag transactions with codes from your general ledger. You can even create expense category rules that will automatically tag expense categories to transactions according to specific conditions.

Tagged transactions will map to your connected general ledger along with virtual card metadata and receipts, making for cleaner bookkeeping and more time to focus on your business.

‍How does it work?

1. The Owner, Admin, and full-visibility Bookkeeper can set up expense category codes in one of two ways:

a. Automatically add your codes through an integration on the Integrations tab in your org settings. Once connected, Extend pulls in the chart of accounts associated with your registered credit card account.

b. Manually add your codes on the Expense Categories tab in your org settings. Reach out for help importing your codes.

2. Once you’ve set up the expense categories, your team can tag virtual cards and transactions.

**If a purchase spans multiple purposes, you can split a single transaction across multiple expense categories to keep reporting accurate.**

Additionally, you can streamline workflows by enabling AI- and rules-based conditions that will automatically code your transactions in the Accounting Automation tab in your org settings.

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3. Sync the Extend data with your general ledger in one of two ways:

1. As transactions clear, you can push the transaction data from Extend to your integrated accounting software. The data will automatically map to the appropriate fields, making reconciliation totally seamless.
2. If you don’t use an integration, you can upload exported .CSV files to your accounting software to record transactions in your general ledger. The expense category codes applied to transactions will appear on any reporting you export from Extend.

FAQs

Who can set up and manage expense category codes, rules, and accounting integrations? ‍

The Owner, Admins, and full-visibility Bookkeepers have permission to set up and edit expense category codes and rules, as well as connect accounting integrations. However, to complete an integration, you will also need to be an admin of your accounting software.

What accounting integrations does Extend offer?‍

Currently, Extend offers integrations with QuickBooks Online, QuickBooks Desktop and NetSuite. Stay tuned as we roll out more integrations!

What data syncs from Extend to my accounting software or ERP system?‍

The data fields vary slightly by platform. 

• In NetSuite, you will see the transaction date, transaction amount, merchant, expense category codes (account, location, department, classification, vendor), custom segments, virtual card metadata (virtual card name, last 4 digits of virtual card, registered card name, last 4 digits of registered card, transaction reference ID), and any receipt attachments and notes entered in Extend.
  Note: transaction reference ID is bank dependent.
• In QuickBooks Online, you will see the transaction date, transaction amount, merchant, expense category codes (account, location, project/customer, class, vendor), and virtual card metadata (virtual card name, last 4 digits of virtual card, registered card name, last 4 digits of registered card, transaction reference ID), and any receipt attachments and notes entered in Extend.
• In QuickBooks Desktop, you will see the transaction date, transaction amount, merchant, expense category codes (account, location, project / customer class, vendor), and virtual card metadata (virtual card name, last 4 digits of virtual card, registered card name, last 4 digits of registered card, transaction reference ID).

Can I import my physical card transactions into Extend?

‍Select bank issuers support importing physical credit card transactions into Extend. If you qualify, you can follow these steps to set it up. This is a great way to maintain visibility over all card spending in one convenient place.

Can I edit a transaction’s expense category after it’s been synced to my accounting system?

‍No. Once a transaction has been synced to an accounting system, split details can no longer be edited in Extend. Any changes must be made directly in your accounting software.