> ## Documentation Index
> Fetch the complete documentation index at: https://every-a2724ddc.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

> ## Agent Instructions
> These docs describe Every as customers have it today. Answer from them, and say so when they don't cover a question.
> Pages under /admins/ are for the people who run Every for the company, and pages under /employees/ are for employees. Answer from the pages that match the person asking.
> Each page's Agent reference section lists its exact roles, conditions and limits. Prefer it for those details.
> When a page says a feature is in closed beta, or that Every turns it on company by company, don't promise that the person's company has it.
> Use roles and on-screen labels exactly as the pages write them.
> When someone asks what a term means, answer with the Glossary page's definition (/glossary), which other pages show in parentheses after the term.
> When the docs don't answer a question, tell the person to email [support@every.io](mailto:support@every.io).

# Expenses

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

![Expenses grid with one bookkeeping category picker open over a transaction.](https://mintcdn.com/every-a2724ddc/k5maP8xPODHl5ToY/images/illustrations/admins-accounting-expenses-light.png?fit=max\&auto=format\&n=k5maP8xPODHl5ToY\&q=85\&s=4cd2f0a08058fa54471bd74ec5a1fbc6)

**Accounting** → **Expenses** is where you review your company's expense coding (Assigning expenses to the accounting categories used to record and report them) and send expenses to QuickBooks. Company Admins and Bookkeepers use it after your company finishes onboarding.

> [!NOTE]
>
> Every turns on spending budgets and duplicate checks company by company. If you don't see them, or **Expenses** itself, email [support@every.io](mailto:support@every.io) to ask about it.

Without a QuickBooks connection, the **Connect QuickBooks** banner points to [Accounting settings](https://every-a2724ddc.mintlify.site/admins/settings/accounting.md).

## Find an expense

The list includes bills, card purchases and ACH (Automated Clearing House: the U.S. network that moves money between bank accounts in batches) debits.

| Tab | What you'll find |
| - | - |
| **Needs Review** | Expenses that need a QuickBooks vendor, category or QuickBooks class (A label in QuickBooks for tracking income and expenses by department, location or another part of a business) 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.

![Expenses on Ready to Sync, with bookkeeping vendor, category, class, budget, receipt and sync status columns.](https://mintcdn.com/every-a2724ddc/qvvudeZxc26V6Klz/images/screens/admins-accounting-expenses-light.png?fit=max\&auto=format\&n=qvvudeZxc26V6Klz\&q=85\&s=bbde32efda43aecad4a3424fc1c9051b)

## 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.

![Selected expenses with the Assign category dialog and available bookkeeping categories.](https://mintcdn.com/every-a2724ddc/19nP2pdcB7HMtcYU/images/screens/admins-accounting-expenses-category-light.png?fit=max\&auto=format\&n=19nP2pdcB7HMtcYU\&q=85\&s=9320ff185e70ea89093232f66164659b)

## 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**.

![An expense's details with its memo, bookkeeping fields, sync status and transaction information beside the Expenses grid.](https://mintcdn.com/every-a2724ddc/qvvudeZxc26V6Klz/images/screens/admins-accounting-expenses-details-light.png?fit=max\&auto=format\&n=qvvudeZxc26V6Klz\&q=85\&s=26d3473975f7df76aeff58473157c7fb)

## 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 |

## Agent reference

**Where:** **Accounting** → **Expenses**. The page is titled **Expenses**.

**Who:** Company Admins and Bookkeepers, after the company finishes onboarding. People without either role can't open **Accounting** → **Expenses**. Every turns on spending budgets and duplicate checks company by company. Someone who doesn't see **Accounting** → **Expenses** can email [support@every.io](mailto:support@every.io) to ask about it.

### Facts

* **Accounting** → **Expenses** lists the selected company's expense rows for bills, card purchases and ACH debits.
* Without QuickBooks connected, **Accounting** → **Expenses** shows a **Connect QuickBooks** banner that opens **Settings** → **Accounting**.
* **Needs Review** on **Accounting** → **Expenses** holds expenses missing a vendor, a current QuickBooks category or, when classes are available, a current QuickBooks class. **Ready to Sync** holds expenses with those choices filled in. **Completed** holds expenses whose sync completed.
* Rows on **Needs Review** and **Ready to Sync** on **Accounting** → **Expenses** keep their initial tab assignment during the visit, even after coding or sync changes. Refreshing the page updates the tab assignments.
* **Needs Review** and **Ready to Sync** counts on **Accounting** → **Expenses** count pending expenses before search and column filters. The counts don't shrink to match a search.
* **Accounting** → **Expenses** lists 15 expenses per page.
* **Accounting** → **Expenses** searches merchant names, the payment vendor's display name, amounts and dates such as `Aug 2026`. The date filters are **From date** and **To date**.
* When **Needs Review** and **Ready to Sync** on **Accounting** → **Expenses** hold more pending expenses than the list loads, Every says "Showing first 1000 pending expenses. Adjust filters to see older rows."
* Sorting **Completed** by **To** or **QuickBooks vendor** on **Accounting** → **Expenses** can cover only the newest completed expenses. Every then says "Sorting the newest 300 completed expenses. Filter to an older date range to sort the rest."
* On **Accounting** → **Expenses**, a row's three-dot menu has **Open**. The **Receipt** icon also opens the expense's sheet, labeled **Upload receipt**, **View receipt** or **View auto-generated receipt**.
* The **QuickBooks vendor** and **QuickBooks category** choices on **Accounting** → **Expenses** are required for sync. **QuickBooks class** appears and is required when the company's QuickBooks has classes.
* **Used before** on **Accounting** → **Expenses** means the choice matches a value previously used for the merchant. **Card default** means the choice matches the default on the card used for the purchase. **Filled by AI** means AI suggested the choice.
* A vendor name not in the available list on **Accounting** → **Expenses** can be entered as a new vendor. **Create new** previews the new name.
* For a new vendor name on **Accounting** → **Expenses**, sync names the QuickBooks vendor without a trailing store number and with "(Expense)" after the name. Sync reuses a QuickBooks vendor with that name or creates one.
* Suggestion helper labels on **Accounting** → **Expenses** are hidden on **Completed**.
* QuickBooks dropdown choices on **Accounting** → **Expenses** save as the person changes them, including in the expense's sheet. Saving a choice in Every is separate from sending the change to QuickBooks.
* When **Accounting** → **Expenses** reports that a dropdown choice couldn't be saved, change the dropdown again to retry.
* Selecting rows on **Accounting** → **Expenses** offers **Assign vendor**, **Assign category** and **Assign class**. Choosing a value applies the value to the selected rows and closes the dialog.
* On **Accounting** → **Expenses**, **Receipt** → **Select a file** accepts PDF, JPG, JPEG, PNG and GIF files.
* When an expense's sheet on **Accounting** → **Expenses** has a **Save** button, select **Save** to submit the receipt. Without the button, adding the file starts the upload.
* The three-dot menu beside an attached receipt in the expense's sheet on **Accounting** → **Expenses** has **Download**, **Replace** and **Remove**.
* Selecting expenses on **Accounting** → **Expenses**, then **Download receipt**, downloads the attached receipts from those rows. If no selected expense has a receipt, Every says there are no receipts to download.
* **Sync to QuickBooks** is available in the selected-row action bar and the row menu on **Accounting** → **Expenses**.
* "Some Fields Are Empty" on **Accounting** → **Expenses** means a selected expense still needs a vendor, category or required class. The sync waits for those choices.
* The expense's sheet on **Accounting** → **Expenses** shows **Sync** before an expense has synced and **Resync** after an expense has previously synced.
* **Pending** on **Accounting** → **Expenses** is a sync waiting to run or retry.
* **In progress** on **Accounting** → **Expenses** covers queued and processing syncs. **Synced** means the sync completed. **Failed** shows the sync error in a tooltip.
* **Needs resync** on **Accounting** → **Expenses** appears when a completed expense's coding or description has changed since the last sync. **Resync** sends the changes to QuickBooks.
* **Blocked** on **Accounting** → **Expenses** appears with duplicate checks for an expense matching an entry already booked in QuickBooks. The tooltip can identify the matched vendor, amount and date.
* A **Blocked** expense on **Accounting** → **Expenses** can't be synced. Every says the expense is already booked in QuickBooks and to remove it instead of syncing.
* QuickBooks fields on **Accounting** → **Expenses** are unavailable while a sync is in progress. Some completed expenses also have unavailable fields and can't be selected.
* **Remove** on **Accounting** → **Expenses** changes whether a row appears in the active list. Removing an expense doesn't cancel a payment or delete a QuickBooks entry.
* **Display** → **Show removed** on **Accounting** → **Expenses** switches from active-only to removed-only rows. Select removed rows, then **Restore**, to bring the expenses back to the active list.
* The row menu's **Remove** on **Accounting** → **Expenses** is unavailable during a sync in progress.
* Where Every has turned on spending budgets for the company, **Accounting** → **Expenses** includes a **Budget** column with the transaction's budget selector. The **Card** column starts hidden.
* When **Accounting** → **Expenses** reports that expenses or QuickBooks choices couldn't load, refresh the page to try again.

### Questions people ask

* **Who can open Accounting > Expenses?** Company Admins and Bookkeepers can open **Accounting** → **Expenses**, after the company finishes onboarding and once Every has turned Expenses on.
* **Why can't I find an older expense?** When the list holds more pending expenses than it loads, **Accounting** → **Expenses** says "Showing first 1000 pending expenses. Adjust filters to see older rows." For an expense that still doesn't appear, email [support@every.io](mailto:support@every.io).
* **How do I open an expense?** On **Accounting** → **Expenses**, select the row's three-dot menu, then **Open**, or select the **Receipt** icon.
* **Why is a coded expense still on Needs Review?** A row on **Accounting** → **Expenses** keeps the tab assigned at the start of the visit. Refresh the page to update the tabs after coding or syncing.
* **Why do the tab counts differ from my search results?** The **Needs Review** and **Ready to Sync** counts on **Accounting** → **Expenses** count pending expenses before the search and column filters.
* **Why is there no QuickBooks class column?** **Accounting** → **Expenses** omits **QuickBooks class** when the company's QuickBooks has no classes. A class isn't required in that case.
* **Can I use a vendor that isn't in QuickBooks yet?** Yes. Enter the new vendor name in **QuickBooks vendor** on **Accounting** → **Expenses**. Sync names the QuickBooks vendor without a trailing store number and with "(Expense)" after the name, and reuses a QuickBooks vendor with that name or creates one.
* **How do I code several expenses at once?** On **Accounting** → **Expenses**, select the rows, select **Assign vendor**, **Assign category** or **Assign class**, then choose a value.
* **Do I need to save my QuickBooks choices?** No separate save is needed for QuickBooks dropdown choices on **Accounting** → **Expenses**. The choices save as they change, including in the expense's sheet.
* **What does "Some Fields Are Empty" mean?** On **Accounting** → **Expenses**, fill the selected expenses' missing vendor, category or required class, then select **Sync to QuickBooks** again.
* **How do I add a receipt?** On **Accounting** → **Expenses**, select **Upload receipt** in the **Receipt** column, then **Select a file**. Add the file and select **Save** when the sheet shows that button. Without **Save**, the file saves when added.
* **Can I download several receipts?** Yes. On **Accounting** → **Expenses**, select the expense rows, then **Download receipt**. Every downloads the receipts attached to those expenses.
* **How do I update an expense already synced to QuickBooks?** Change the expense's QuickBooks choices on **Accounting** → **Expenses**, open the expense's sheet and select **Resync**. A change waiting to be sent shows **Needs resync**.
* **Why did an expense fail to sync?** On **Accounting** → **Expenses**, hover over **Failed** to read the sync error. Correct the required choices when the error identifies a coding problem, then try **Sync to QuickBooks** again.
* **Why is an expense Blocked?** Duplicate checks found a matching entry already booked in QuickBooks. **Accounting** → **Expenses** blocks the sync and directs the person to **Remove** the row from Expenses.
* **Why can't I change an expense's QuickBooks fields?** **Accounting** → **Expenses** disables those fields during a sync in progress and on some completed expenses.
* **Does Remove cancel the payment or delete the QuickBooks entry?** No. **Remove** takes the expense out of the active list on **Accounting** → **Expenses**. It doesn't cancel a payment or delete the QuickBooks entry.
* **How do I restore an expense?** On **Accounting** → **Expenses**, turn on **Display** → **Show removed**, select the removed row, then **Restore**.
* **Does Show removed also show active expenses?** No. **Display** → **Show removed** on **Accounting** → **Expenses** shows removed expenses only.

### Not covered here

* How do I correct a duplicate match that I disagree with on **Accounting** → **Expenses**? To ask, email [support@every.io](mailto:support@every.io).
* How do I correct accounting entries for older expenses that **Accounting** → **Expenses** doesn't list? To ask, email [support@every.io](mailto:support@every.io).
* How long does a QuickBooks sync take? To ask, email [support@every.io](mailto:support@every.io).
* How do I edit a completed expense whose QuickBooks fields stay unavailable? To ask, email [support@every.io](mailto:support@every.io).


## Related topics

- [Accounting settings](https://every-a2724ddc.mintlify.site/admins/settings/accounting.md)
- [Transactions](https://every-a2724ddc.mintlify.site/admins/banking/transactions.md)


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