Expenses

Review expense coding, add receipts and sync company spending to QuickBooks

Accounting → Expenses is where you review your company’s expense coding and send expenses to QuickBooks. Company Admins and Bookkeepers use it after your company finishes onboarding.

Every turns on spending budgets and duplicate checks company by company. If you don’t see them, or Expenses itself, email [e-mail] to ask about it.

Without a QuickBooks connection, the Connect QuickBooks banner points to Accounting settings.

Find an expense

The list includes bills, card purchases and ACH debits.

Tab	What you’ll find
Needs Review	Expenses that need a QuickBooks vendor, category or QuickBooks class before syncing
Ready to Sync	Expenses with the required fields filled in
Completed	Expenses whose sync completed

Rows on Needs Review and Ready to Sync stay in their original tab while you work. Refresh the page to update the tabs.

Search for a merchant, amount or date, or filter by date or Status. To open an expense’s sheet, select its three-dot menu, then Open. The Receipt icon opens the same sheet.

Categorize expenses

Choose a QuickBooks vendor and QuickBooks category in each row. A QuickBooks class is also required when your connected QuickBooks setup offers classes. Choices save as you make them.

With spending budgets, a Budget column lets you choose each expense’s budget.

The labels under a choice explain where it came from:

Label	Where the choice came from
Used before	A value previously used for the merchant
Card default	The default on the card used for the purchase
Filled by AI	An AI suggestion

To change several expenses at once:

1. Select their rows.
2. Select Assign vendor, Assign category or Assign class, then choose a value.

Add or download receipts

1. Open the expense's sheet

   In the Receipt column, select the upload icon labeled Upload receipt.

2. Add the file

   Under Receipt, select Select a file and add a PDF or image.

3. Save the receipt

   If the sheet has a Save button, select it. Otherwise, Every saves the file when you add it.

To download attached receipts, select the expenses, then Download receipt. In an expense’s sheet, the three-dot menu beside an attached receipt also has Download, Replace and Remove.

Sync to QuickBooks

Select the expenses to send, then Sync to QuickBooks. The same action is in each row’s menu. If Every says “Some Fields Are Empty”, fill in the missing vendor, category or required class and try again.

To send changes to an expense that shows Needs resync, open its sheet and select Resync. QuickBooks fields are unavailable while a sync is in progress.

For a Blocked expense, select the row, then Remove to take it out of the active list.

Remove or restore expenses

Select expenses, then Remove to take them out of the active list. This doesn’t cancel a payment or delete a QuickBooks entry.

To bring an expense back:

1. In Display, turn on Show removed. The list shows removed expenses only.
2. Select the rows, then Restore.

Sync statuses

Status	What it means
Pending	Waiting to sync or retry
In progress	Queued or syncing
Synced	Sync completed
Needs resync	Coding or the purchase description changed since the last sync
Failed	The sync failed. Hover over the status to see the error
Blocked	Duplicate checks found a matching entry already booked in QuickBooks