Accounting settings

Connect QuickBooks, map accounts and categories, turn on bookkeeping agents and set expense policies

Settings → Accounting connects QuickBooks and holds your account mappings, bookkeeping agents and expense policies. Company Admins and Bookkeepers can use it after your company finishes onboarding.

An HR Admin role alone can’t open Settings → Accounting.

Every turns on additional default accounts, custom categories, reimbursement approval settings and some bookkeeping agents company by company. If you don’t see them, email [e-mail] to ask about them.

Connect QuickBooks

Under Connected accounts, QuickBooks shows as Connected or Disconnected.

1. Start the connection

   In the menu next to QuickBooks, select Connect.

2. Open QuickBooks

   In Connect QuickBooks, select Continue. QuickBooks opens in a new tab.

3. Authorize the connection

   In the QuickBooks tab, authorize the connection.

4. Return to Every

   Return to Settings → Accounting to choose your default accounts and mappings.

If your browser blocks the QuickBooks tab, allow pop-ups for Every and try again.

Sync expenses to QuickBooks

Coding you assign on Expenses is saved in Every. To apply it in QuickBooks, select Sync to QuickBooks on Expenses. To use automatic expense sync, turn on the QuickBooks Sync Agent (see Choose bookkeeping agents).

Choose default accounts

Once QuickBooks is connected, Default accounts, Department mapping and Category mapping appear. Selecting an account or QuickBooks class saves the mapping.

Under Default accounts, choose the QuickBooks account for each row:

Every account	QuickBooks account to choose
Every Bank Account	An active bank account
Reimbursement	An active expense account
Credit Card Account	An active bank-like liability account
Credit Card Payment	A bank account
Financial Benefit Checking	A bank account

Automatic expense sync needs Every Bank Account and Reimbursement set.

Map departments and categories

In Department mapping, choose a QuickBooks class for each Every department. Company Admins and HR Admins add departments in Settings → Departments (see Add a department).

In Category mapping, choose a QuickBooks category for each Every category. Mandatory categories holds the required mappings for payroll journals. Expand Other categories for the rest.

Add or delete a custom category

You can create a category of your own and map it to a QuickBooks account at the same time.

1. Add a category

   Under Category mapping → Other categories, select Add category.

2. Name the category

   In Category name, enter a name of up to 120 characters. It must differ from your company’s existing categories and Every’s defaults, ignoring capitalization.

3. Choose the account

   In QuickBooks account, choose an active account from your company’s connection.

4. Save the category

   Select Save. The category appears with a Custom badge.

To delete an unused custom category:

1. On the category’s row, select the trash button.
2. Select Delete to confirm. Deletion can’t be undone.

Every’s default categories can’t be deleted. A custom category used by transactions, vendors, spending controls or rules can’t be deleted either.

Choose bookkeeping agents

Under Bookkeeping agents, turn each agent on or off. Each switch saves as you change it.

Agent	What it does
Memo Agent	Suggests memos for eligible card purchases
Categorization Agent	Suggests QuickBooks vendors, accounts and classes for spend
QuickBooks Sync Agent	Sends eligible, coded expenses to QuickBooks
Create Missing Accounts Agent	Creates missing QuickBooks accounts and category mappings before payroll syncs
Bill Pay Agent	Processes bills emailed to Every for review and approval

The QuickBooks Sync Agent starts off. It needs QuickBooks connected, the two default accounts and a vendor and account for each expense. An expense the agent doesn’t sync stays on Expenses, where you can review it and sync it yourself.

Turning off the Categorization Agent stops QuickBooks suggestions. Every continues categorizing spend in Every’s own categories. On Expenses, choose QuickBooks vendors and categories yourself.

Turning off Bill Pay Agent drops new bills emailed to Every, and they aren’t kept for later. Keep it on if your team emails bills in (see Upload bills).

Set a receipt threshold

Policies works with or without QuickBooks.

1. Open the receipt policy

   Under Policies, select Require receipt upload.

2. Enter the threshold

   In Require above this amount, enter a dollar amount greater than $0.

3. Save the policy

   Select Save.

Checking and credit card spend above that amount is marked as needing a receipt and adds a Missing receipt to-do for the employee. Spend equal to the amount doesn’t need a receipt under this policy.

Choose reimbursement approvals

1. Open the policy

   Under Policies, select Reimbursement approvals.

2. Choose an option

   Choose Require manager approval or Skip manager approval.

3. Save the policy

   Select Save.

Option	Approval route
Require manager approval	The employee’s manager first, then a Company Admin
Skip manager approval	A single Company Admin

A reimbursement from an employee without a manager goes to a single Company Admin. Reimbursements already waiting for approval keep their original approvers. See Reimbursements for approval exceptions and how to approve a request.

Refresh or disconnect QuickBooks

In the menu next to QuickBooks, select Refresh data to bring new QuickBooks accounts, vendors or classes into Every’s lists. Reload the page to see updated data.

To disconnect QuickBooks:

1. In the menu next to QuickBooks, select Disconnect.
2. In Disconnect QuickBooks?, select Disconnect to confirm.

Expenses stop syncing until you reconnect. Your existing mappings stay in place.