When setting up or using the Fyle–QuickBooks Desktop (QBD) integration, there are certain scenarios or combinations that are restricted due to QuickBooks Desktop's internal requirements or limitations. This article highlights these restrictions clearly, explaining why they exist and how you can handle them effectively.
AP accounts will not be shown for journal entries with employee mapping
Accounts Payable (AP) accounts are hidden in the configuration when:
Export type is set to Journal Entry, and
The Name in Journal Entry is mapped to an Employee
This is because QuickBooks Desktop does not allow AP accounts to be used in journal entries where the name is an employee. It expects the name to be a Vendor instead — using an employee will cause the export to fail.
What to do:
If the customer wants to use an AP account, change the name mapping to Vendor in the export settings.
Credit card export requires credit card type account
For credit card purchases, the selected account in QuickBooks Desktop must be of type Credit Card.
QuickBooks Desktop expects credit card transactions to be posted only to accounts created under the Credit Card category. If another account type is used, the export may fail during sync or validation.
What to do:
Ensure the chosen account is categorized as Credit Card in QuickBooks Desktop and is active. Alternatively, switch to a different export module that supports the selected account type.
Billable field only works with Items in QuickBooks Desktop
The Billable checkbox in QuickBooks Desktop only works when the line item uses an Item, not a category or expense account. If a category is selected instead of an item, QuickBooks will not recognize the billable flag.
What to do:
If billable tracking is important, make sure the expense is linked to an Item, not just a category.