> ## 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).

# Accounting settings

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

![Default accounts mapping card matching two Every accounts to bookkeeping accounts.](https://mintcdn.com/every-a2724ddc/6k1svT9aHzVFwBZW/images/illustrations/admins-settings-accounting-light.png?fit=max\&auto=format\&n=6k1svT9aHzVFwBZW\&q=85\&s=81da710034177b32cee8e0da5744fb02)

**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**.

> [!NOTE]
>
> 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 [support@every.io](mailto:support@every.io) 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](https://every-a2724ddc.mintlify.site/admins/accounting/expenses.md) 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-bookkeeping-agents)).

## Choose default accounts

Once QuickBooks is connected, **Default accounts**, **Department mapping** and **Category mapping** appear. Selecting an account or QuickBooks class (A label in QuickBooks for tracking income and expenses by department, location or another part of a business) 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 (A category in a company's books for recording costs such as rent, supplies or wages) |
| **Credit Card Account** | An active bank-like liability account (A category in a company's books for tracking debts and other obligations) |
| **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](https://every-a2724ddc.mintlify.site/admins/settings/company-profile.md#add-a-department)).

In **Category mapping**, choose a **QuickBooks category** for each Every category. **Mandatory categories** holds the required mappings for payroll journals (A record of payroll transactions, including employee earnings, deductions, taxes and net pay). Expand **Other categories** for the rest.

![Accounting settings showing default account mappings and department-to-class mappings beside the Settings sidebar.](https://mintcdn.com/every-a2724ddc/lWATgPF1EqKKYfej/images/screens/admins-settings-accounting-mappings-light.png?fit=max\&auto=format\&n=lWATgPF1EqKKYfej\&q=85\&s=f2ed385d9785c10f37619427ab6630b0)

### 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.

![Category mapping with the inline Category name and QuickBooks account form under Other categories.](https://mintcdn.com/every-a2724ddc/19nP2pdcB7HMtcYU/images/screens/admins-settings-accounting-category-light.png?fit=max\&auto=format\&n=19nP2pdcB7HMtcYU\&q=85\&s=84f7e18b234f9b3db6b60c2e17eecc7f)

## 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](https://every-a2724ddc.mintlify.site/admins/accounting/expenses.md), 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](https://every-a2724ddc.mintlify.site/admins/accounting/expenses.md), choose QuickBooks vendors and categories yourself.

> [!WARNING]
>
> 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](https://every-a2724ddc.mintlify.site/admins/bill-pay/creating-bills.md)).

![Accounting settings with QuickBooks connected, the Bookkeeping agents switches and the Settings sidebar.](https://mintcdn.com/every-a2724ddc/lWATgPF1EqKKYfej/images/screens/admins-settings-accounting-light.png?fit=max\&auto=format\&n=lWATgPF1EqKKYfej\&q=85\&s=a82adef8c323068aca424c090d3901f2)

## 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.

![Require receipt upload sheet with the Require above this amount field and an explanation of the policy.](https://mintcdn.com/every-a2724ddc/19nP2pdcB7HMtcYU/images/screens/admins-settings-accounting-receipt-policy-light.png?fit=max\&auto=format\&n=19nP2pdcB7HMtcYU\&q=85\&s=b2a3b79aabdb159a3eef802c4e1c8069)

## 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](https://every-a2724ddc.mintlify.site/admins/bill-pay/reimbursements.md) 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.

## Agent reference

**Where:** **Settings** → **Accounting**, in the Features group of the Settings sidebar. The page is titled **Accounting**. Default accounts, department mapping and category mapping show after QuickBooks is connected. Policies remain available without QuickBooks.

**Who:** Company Admins and Bookkeepers can open **Settings** → **Accounting** after company onboarding. These roles can change bookkeeping agents and policies, refresh or disconnect QuickBooks, and manage custom categories. An HR Admin or Accounts Payable role alone can't open **Settings** → **Accounting** or change bookkeeping agents and policies. Every turns on additional default accounts, custom categories, reimbursement approval settings and some bookkeeping agents company by company.

### Facts

* **Settings** → **Accounting** has **Connected accounts**, **Bookkeeping agents**, **Policies**, **Default accounts**, **Department mapping** and **Category mapping**. The last three sections require QuickBooks to be connected.
* **Connected accounts** on **Settings** → **Accounting** shows **QuickBooks** as **Connected** or **Disconnected**. The menu beside **QuickBooks** is labeled **QuickBooks options**.
* To connect QuickBooks from **Settings** → **Accounting**, select **Connect** in **QuickBooks options**, select **Continue** in **Connect QuickBooks**, authorize in the new QuickBooks tab and return to **Settings** → **Accounting** to finish mappings.
* If the QuickBooks tab is blocked from **Settings** → **Accounting**, allow pop-ups for Every and try the connection again.
* **Refresh data** in **QuickBooks options** on **Settings** → **Accounting** requests updated QuickBooks accounts, vendors and classes. Reload **Settings** → **Accounting** to see updated data. **Refresh data** is disabled for 2 minutes after a successful request; that wait is not a guarantee that the refresh has finished.
* **Disconnect** in **QuickBooks options** on **Settings** → **Accounting** asks for confirmation in **Disconnect QuickBooks?**. Confirming with **Disconnect** stops expense sync until reconnection and preserves existing mappings.
* **Default accounts** on **Settings** → **Accounting** saves each selection without a separate save action. **Every Bank Account** offers active bank asset accounts. **Reimbursement** offers active expense accounts. Automatic expense sync requires both defaults.
* Additional default rows on **Settings** → **Accounting** are **Credit Card Account**, **Credit Card Payment** and **Financial Benefit Checking**. Every turns the rows on company by company. **Credit Card Account** offers active bank-like liability accounts; **Credit Card Payment** and **Financial Benefit Checking** offer bank accounts.
* **Department mapping** on **Settings** → **Accounting** maps each **Every department** to an active **QuickBooks class** and saves each choice on selection. Company Admins and HR Admins add departments through **Settings** → **Departments**, covered in [Add a department](https://every-a2724ddc.mintlify.site/admins/settings/company-profile.md#add-a-department).
* **Category mapping** on **Settings** → **Accounting** maps each **Every category** to a **QuickBooks category** and saves each choice on selection. The picker offers active expense, asset and liability accounts.
* **Mandatory categories** under **Category mapping** on **Settings** → **Accounting** contains **Payroll**, **Payroll Taxes**, **Payroll Liabilities**, **Payroll Employee Benefits**, **Professional Services** and **401k Payable**. Payroll journal generation needs these category mappings. **Other categories** expands to show the remaining categories.
* Before payroll journals sync, **Create Missing Accounts Agent** on **Settings** → **Accounting** can resolve missing category mappings. Payroll journal generation fails when required categories remain unmapped after that attempt.
* Custom categories on **Settings** → **Accounting** require both a QuickBooks connection and the company to have custom categories turned on. Under **Category mapping** → **Other categories**, **Add category** asks for **Category name** and **QuickBooks account**, then saves with **Save**.
* A custom category on **Settings** → **Accounting** needs a nonblank name up to 120 characters, an active QuickBooks account on the company's connection and a name distinct from the company's custom categories and Every's default categories, ignoring capitalization. Saving creates the category and its QuickBooks mapping together.
* A company-created category on **Settings** → **Accounting** has a **Custom** badge and a trash button. Deletion asks for confirmation and confirms with **Delete**. Deletion can't be undone. Every's default categories can't be deleted.
* A custom category on **Settings** → **Accounting** can't be deleted while transactions, vendors, card spending controls or rules use it. A category's own QuickBooks mapping does not block deletion.
* The switches under **Bookkeeping agents** on **Settings** → **Accounting** save as changed. **QuickBooks Sync Agent** starts off; the other agents' preferences start on.
* **Memo Agent** on **Settings** → **Accounting** shows when QuickBooks is connected and Every has turned the agent on for the company. **Memo Agent** suggests memos for eligible card purchases and does not promise a memo for every transaction.
* **Categorization Agent** on **Settings** → **Accounting** remains visible when QuickBooks is disconnected and shows "Runs once QuickBooks is connected." Turning **Categorization Agent** off stops QuickBooks vendor, account and class suggestions while Every’s own categorization continues.
* **QuickBooks Sync Agent** on **Settings** → **Accounting** shows when Every has turned the agent on for the company. The row remains visible when disconnected and shows "Runs once QuickBooks is connected." Automatic expense sync requires a live QuickBooks connection, the **Every Bank Account** and **Reimbursement** defaults, and the agent switched on.
* **QuickBooks Sync Agent** on **Settings** → **Accounting** syncs eligible card purchases and vendor bill payments.
* **QuickBooks Sync Agent** on **Settings** → **Accounting** requires a QuickBooks vendor and account for the expense.
* **Create Missing Accounts Agent** on **Settings** → **Accounting** shows when QuickBooks is connected and Every has turned the agent on for the company. The agent creates missing QuickBooks accounts and category mappings before payroll syncs.
* **Bill Pay Agent** on **Settings** → **Accounting** shows where the company has the bill inbox and needs no QuickBooks connection. **Bill Pay Agent** starts on and processes bills emailed to Every for review and approval. Turning **Bill Pay Agent** off drops new bill emails instead of retaining the emails for later processing. [Upload bills](https://every-a2724ddc.mintlify.site/admins/bill-pay/creating-bills.md) covers the inbox.
* **Policies** → **Require receipt upload** on **Settings** → **Accounting** works without QuickBooks. Enter a dollar amount greater than \$0 in **Require above this amount**, then select **Save**.
* The receipt policy on **Settings** → **Accounting** marks checking and credit card spend above the threshold as receipt-required and creates an employee receipt to-do. Spend equal to or below the threshold doesn't require a receipt under that policy.
* **Policies** → **Reimbursement approvals** on **Settings** → **Accounting** is turned on company by company. Choose **Require manager approval** or **Skip manager approval**, then select **Save**. A successful save shows "Reimbursement approvals policy updated".
* **Require manager approval** in **Settings** → **Accounting** routes reimbursements through the reimbursed employee's active manager, then a Company Admin. A manager who is also a Company Admin can approve alone. Two-step approval needs a manager and a different Company Admin.
* **Skip manager approval** in **Settings** → **Accounting** sends reimbursements to a single Company Admin. An employee with no manager also routes to a single Company Admin regardless of the policy. Reimbursements already waiting for approval keep the original chain.
* **Reimbursement approvals** in **Settings** → **Accounting** requires manager approval when the company has no saved preference or the setting isn't turned on for the company. [Reimbursements](https://every-a2724ddc.mintlify.site/admins/bill-pay/reimbursements.md) covers requests that need no approval and the submission and approval flows.

### Questions people ask

* **What do I do in Every and what do I do in QuickBooks?** Authorize the connection in the QuickBooks tab. In Every, use **Settings** → **Accounting** for mappings and **Expenses** to review coding and select **Sync to QuickBooks**.
* **Does assigning expense coding finish the QuickBooks update?** No. Assigning coding on **Expenses** saves the choices in Every. Select **Sync to QuickBooks** on **Expenses** to apply them in QuickBooks.
* **Why don't I see account mappings?** **Default accounts**, **Department mapping** and **Category mapping** on **Settings** → **Accounting** require QuickBooks to be connected. Connect QuickBooks first.
* **Can a Bookkeeper change Accounting settings?** Yes. Bookkeepers and Company Admins can manage **Settings** → **Accounting** after company onboarding.
* **Can an HR Admin change Accounting settings?** No. **Settings** → **Accounting** needs the Company Admin or Bookkeeper role, so an HR Admin role alone can't open it.
* **Can an Accounts Payable user change Accounting settings?** No. An Accounts Payable role alone can't open **Settings** → **Accounting** or save bookkeeping agent and policy preferences.
* **Why isn't the QuickBooks Sync Agent syncing expenses?** **QuickBooks Sync Agent** needs a live QuickBooks connection, both required default accounts, the agent on and eligible expenses with a vendor and account. Review the expense on [Expenses](https://every-a2724ddc.mintlify.site/admins/accounting/expenses.md).
* **Does turning off Categorization Agent stop Every categories?** No. Turning **Categorization Agent** off in **Settings** → **Accounting** suppresses QuickBooks suggestions while Every categorization continues.
* **Why can't I delete a custom category?** A custom category on **Settings** → **Accounting** can't be deleted while transactions, vendors, card spending controls or rules use that category. Every's default categories can't be deleted.
* **What happens to emailed bills when Bill Pay Agent is off?** New emailed bills aren't retained for later processing. Turn **Bill Pay Agent** on under **Bookkeeping agents** on **Settings** → **Accounting** to receive new emailed bills.
* **Does the receipt threshold include purchases equal to the amount?** No. The receipt policy on **Settings** → **Accounting** applies only to checking and credit card spend above the chosen amount.
* **Does changing reimbursement policy alter pending requests?** No. Reimbursements already waiting keep the approval chain they were submitted with, even after the policy changes in **Settings** → **Accounting**.
* **Will disconnecting QuickBooks erase mappings?** No. **Disconnect** on **Settings** → **Accounting** stops expense sync until reconnection and preserves existing mappings.

### Not covered here

* Which optional accounts, agents and policies does my company have? To ask, email [support@every.io](mailto:support@every.io).
* How long does a QuickBooks refresh or expense sync take? To ask, email [support@every.io](mailto:support@every.io).
* Which memo will a transaction get? To ask, email [support@every.io](mailto:support@every.io).
* Does a purchase need a receipt for tax purposes? To ask, email [support@every.io](mailto:support@every.io).
* What receipts do financial-benefit cards need? To ask, email [support@every.io](mailto:support@every.io).


## Related topics

- [Expenses](https://every-a2724ddc.mintlify.site/admins/accounting/expenses.md)
- [Reimbursements](https://every-a2724ddc.mintlify.site/admins/bill-pay/reimbursements.md)


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.