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Integrating Alaan with QuickBooks Online

Updated over a week ago

This guide walks you through how Alaan connects with QuickBooks Online— from setup and authentication to data sync and export transactions. It’s broken down into three key sections:


🔑 Integration Scope

  • Automated data syncing between Alaan and QB Online

  • Creation of Spend Money entries in QB Online for Alaan transactions

  • Attachment of receipts to transactions for detailed tracking

  • Syncs automatically every 24 hours, with an option to sync manually anytime from the Alaan web app

What’s Included

✅ Supported Features

❌ Unsupported Features

Import and map the chart of accounts and map to categories

Import and map expense tracking tags

Import and map vendors/suppliers

Import tax codes

Create bank account

Create receipts in QB Online

Create expenses in QB Online

Split expenses and export as different or multiple line items

Include details like spender name, merchant, memo, FX, and invoice number

🔄 Data Flow Overview

From

To

Data Shared

QuickBooks Online

Alaan

-Bank Accounts

-Chart of Accounts (GL Accounts)

-General company details

-Suppliers & Vendor details

-Tax Rates

Alaan

QuickBooks Online

-General Journals (Transaction Data)

-Attachments (Receipts & Invoices)


🛠 Step-by-Step Guide

Step 0: To set up the integration, ensure the following:

  • Admin access to your QuickBooks Online user.

  • Admin or Accountant access to the Alaan web application

Step 1: Connect to QuickBooks Online

  • Navigate to the Alaan web application’s Accounting Page.

  • Select QuickBooks Online and complete the configuration steps.

  • This request will be sent to our customer success team to enable the integration for your admin account.

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Step 2: Create Connection

  • Click on "Connect with QB online".

  • Enter QB Online credentials (Username and Password) with administrator access.

  • Select your registered company from QB Online.

  • Click on Connect to start syncing.

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Step 3: Import Tax codes

  • Import tax codes from QB Online and map them with the corresponding accounts.

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Step 4: Import Expense Accounts/GL Accounts/Chart of Accounts

Map the Expense accounts required to export Alaan card expenses to at least one category.

  • Expense Categories: These are specific names that can be assigned to help the spender understand the categories better.

  • Expense Accounts: Your GL accounts from QB Online are listed here. You can associate your GL accounts with expense categories. This ensures that when an expense category is selected, it will automatically connect to the appropriate GL account.

  • Default Tax Code: These are not mandatory and are only required if each expense in this category has a designated tax code.

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Note: Alaan will replace all the existing GL Account numbers with the Expense Accounts / Chart of Accounts imported from QB online. You may skip this step and return to it later via the Settings menu.

Step 5: Select or Create a Bank Account

  • Create a new bank account or select an existing bank account in QB Online to ensure that all your Alaan exports are directed to this designated bank account.

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Step 6: Setup Complete

  • Click on Finish to complete the integration setup.

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Once integrated, you can begin exporting transactions. Learn more:


⚙️ Manage QB Online Integration

  • Map categories to your Account

    Mapping expense categories to QB Online chart of accounts is optional but recommended.

    • Navigate to Settings in the Alaan web application.

    • Click on Expense Accounts.

    • Select an existing expense category or create a new one.

    • Assign a corresponding Chart of Accounts (Expense Account) for the category.

  • Sync QB online

    • Navigate to Settings > QB online in the Alaan web application.

    • Click on Instant Sync (top-right corner).

    • The sync process will start and take up to 5 minutes to complete.

  • Disconnect Integration

    • Navigate to Settings > QB online.

    • Click on Disconnect.

    • Confirm the action to disable the integration.

  • Change Bank Account

    • Navigate to Settings > QB online.

    • Click on Change Bank Account.

    • Choose the desired bank account and connect it to Alaan.

  • Enable/Disable Vendor Mapping

    • Navigate to Settings > QB online.

    • Toggle the Vendor Mapping switch to enable or disable it.

Need help? Contact the Customer Success Team if you face any issues or if you need further customisation.

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