You can connect your QuickBooks Desktop account to Expense Management. This integration allows you to export all expenses and their details—like receipts, purpose, cost code—to QuickBooks Desktop and import QuickBooks Desktop data to Expense Management.
Expense Management’s QuickBooks Desktop integration works with all major QuickBooks Desktop editions, including Pro, Pro Plus, Premier and Enterprise.
Connect Expense Management to QuickBooks Desktop
Before you begin
Complete the following steps to begin the set up process.
General Requirements
QuickBooks Desktop is installed and updated to the latest version.
You have Admin access to the QuickBooks company file.
QuickBooks Desktop is run as an Administrator and is in Single-User Mode during setup.
The company file is open on your system.
Go to Edit > Preferences > Integrated Applications in QuickBooks Desktop and grant necessary permissions to add 3rd party integrations.
Web Connector Requirements
QuickBooks Web Connector is installed and working.
Web Connector must be installed on the same server or virtual desktop where QuickBooks Desktop is installed and where the company file resides.
Do not install Web Connector locally on your personal machine if QuickBooks Desktop is hosted remotely—it won’t work across networks.
If you’re using a hosted environment like Right Networks:
Install Web Connector within the hosted session.
Confirm that your plan supports third-party integrations and Web Connector access.
If not sure, please check with Right Networks support.
For best results, store the QWC file in the same directory as the company file. It’s not mandatory but helps avoid common file path errors.
Step-1: Accessing the integration flow
Sign in to your Capital One account, then go to Expense Management.
Go to Accounting integration.
Select QuickBooks Desktop.
Step-2: Reviewing the requirements
Complete the requirements to begin the set up process.
Step-3: Connect to QuickBooks Desktop
Generate the integration file
Locate your QuickBooks company file (
.qbw):Open the company file in QuickBooks Desktop.
Press F2 (or Ctrl + 1) to open the Product Information window.
Copy the full File Location displayed.
Example:C:\Users\[Username]\Documents\QuickBooks\Company Files
In Expense Management, paste the file location in the company path field.
Select Download.
The .QWC (Web Connector) file will automatically generate.
Save the .QWC file in the same folder as your company file.
Do not add the .QWC file multiple times to the Web Connector. This can result in duplicate OwnerID/FileID errors.
Set up QuickBooks web connector
Ensure the correct QuickBooks company file is open.
In the folder where you saved the downloaded .QWC file, right-click the file.
Select Open with > QuickBooks Web Connector.
Expense Management generates a unique password for secure connection with QuickBooks Desktop. In Expense Management, use the Copy button to copy the password.
In Web Connector, paste the integration password.
Select Yes when prompted to save the password.
Select Update Selected to establish the connection.
Return to the integration setup page in Expense Management and select Continue.
If an error occurs:
Verify the file path and ensure the correct company file is open.
Retry the connection.
For persistent issues, contact support@capitalone.sage.com.
Data sync
Expense Management syncs data fields like Chart of accounts, vendors and employees.
The total number of fields synced will show.
If discrepancies appear, continue the setup process. Remaining data fields will sync automatically.
Step-4: Configure export settings
Select how expenses are exported to QuickBooks Desktop:
Journal entry
Credit card purchase (recommended for easy reconciliation)
Specify a default account expenses post to in the following scenarios:
No card-to-card mapping is set.
The expense doesn’t have an associated corporate card transaction.
Choose the format expenses appear in QuickBooks Desktop:
Expense: Export each expense as a single line item.
Report: Group multiple expenses into a single report.
Select which date appears for expenses in QuickBooks Desktop:
Export date: Use the date the expense is exported to QuickBooks Desktop.
Spend date: Use the date of the expense as recorded in Expense Management.
Post date: Use the date Capital One posted the transaction.
Determine the status of expenses for exporting:
Approved: Export expenses after approval, even if they aren’t closed yet.
Closed: Export expenses only after they are closed.
Step-5: Configure import settings
Use the toggles to determine which data is imported from QuickBooks Desktop to Expense Management. The following fields can be imported:
Chart of accounts → Categories
Vendors → Merchants
Class → Projects, Cost Centers, or Custom Fields
Customers → Projects, Cost Centers, or Custom Fields.
Step-6: Configure advanced settings
Automatically export expenses from Expense Management to QuickBooks Desktop.
Turn on the toggle.
Select an export frequency to ensure timely and accurate updates to your accounting records.
Select the expense details that export to memo fields in QuickBooks Desktop.
Select the expense details that are exported to the top-level memo field in QuickBooks Desktop.
Select the expense details that are exported to the inline-item memo field in QuickBooks Desktop.
Step-6: Launch integration
Select Launch integration to activate your connection with QuickBooks Desktop.
Review mappings
You’ll see the Mapping tab, where you can view how values in Expense Management coordinate to records in QuickBooks Desktop.
Most values are auto-mapped for smooth synchronization of data.
If values are not already mapped, you can manually map them to ensure that all data points in Expense Management have a counterpart in QuickBooks Desktop.
Export expenses
In the accounting integration dashboard, you can:
Export expenses.
Resolve errors that occur during the export process.
Review all information about the last export.
Based on your settings, all expenses that reach the expense status for export you selected (Approved or Closed) will be ready for export.
You can manually start an export by selecting Export. If you’ve set up an automated export schedule, exports will happen automatically.
If you have any more questions about setting up the connection to QuickBooks Desktop, contact our support team at support@capitalone.sage.com.