Why you need end-to-end expense accounting

Catherine Nottage
Catherine Nottage

December 17 ∙ 5 minutes read

You know the scenario. Employees hoard expenses and submit them once in a blue moon. And because they’ve hoarded so many, they’re out of pocket. The employee spends non-productive time doing “expenses admin” and inevitably gets frustrated when they have to wait weeks and weeks for reimbursement. Finance teams get blindsided because they have sudden expense claims that they weren’t expecting. More often than not, right at year-end.

Having your expense management system separate from other systems only exacerbates these delays.

What is end-to-end expense accounting?

End-to-end expense accounting is a big priority for our customers. Connecting to accounting and finance tools, such as QuickBooks and FinancialForce, is non-negotiable for finance teams to achieve complete end-to-end expense accounting.

Whether submitting, claiming, reimbursing, reporting or interrogating, end-to-end expense accounting saves everybody from time-consuming tasks. Increased productivity comes from reliable receipt management, bulk approvals, back-office integrations and instant analysis of spend no matter the time of year.

That’s why SalesTrip’s expense management system doesn’t work like traditional expense systems.

You don’t have to submit laborious, complicated reports. You just submit expenses, as they’re incurred, directly against the business purpose in your CRM such as a customer account or marketing campaign. Then, once that expense is approved by your manager, it’s automatically sent as a bill to your company’s accounting system and is promptly reimbursed. What a great experience for employees, and what a reduction in expense admin for Finance.

To understand this in more detail, watch our short video.

Video transcript

In this short video, we’re going to show you how SalesTrip works together with your finance system to provide full end-to-end expense accounting. We’re going to use QuickBooks in this example.

In this demo, we’ll take a look at how data from SalesTrip is automatically transferred to QuickBooks as a bill ready for paying.

Step 1: Connecting to QuickBooks

Our first step is to connect SalesTrip to QuickBooks. As the primary user doing the setup, I already have the SalesTrip Administrator permission set required.

So let’s go to the App Launcher and choose Connections.

Here I Create New and connect to QuickBooks.

You’ll be prompted to login to QuickBooks and authorise the SalesTrip application to access your account.

As this is a demo, we’ve already been successfully authorised.

Step 2: Quickbooks mapping

Now we’ve connected SalesTrip to QuickBooks, we need to set up the mapping.

In the mapping there are two general settings.

The first is asking us which Accounts Payable account in QuickBooks we need to link to.

The second is the bill date. This can be the date the report is generated, or the maximum date of all the expenses in the report such as the latest expense date.

Next you need to map every one of the SalesTrip expense types with a matching expense type in QuickBooks.

Where expense types are used to classify the spend your employees incur, account codes help account for these expenses in your company’s Chart of Accounts. So it’s important to map these correctly as using a standard set of data makes it easier for you to track where and what your employees are spending on.

Then we Save all the settings.

Step 3: Quickbooks vendor IDs

Each bill in QuickBooks needs to be linked to a vendor. In our example, employees are configured as vendors to track reimbursements to individual employees, but you might also have a corporate card vendor set up if you run a company card programme.

For employees that claim expenses, you would have a vendor ID in QuickBooks which SalesTrip uses to connect the Bill to the correct employee. That Vendor ID needs to also be set up in Salesforce.

For the purposes of this demo we’ve already set up the connections and related Salesforce fields.

Any Expenses in SalesTrip that are in the “Pending reimbursement” stage are automatically sent to the right Employee’s billing account in QuickBooks.

Looking at the connection to QuickBooks, we can see that there’s an Export E-160.

If we go to the Related tab, we can see all the reports within that export.

Let’s look at one of these.

Step 4: Looking at the report

Looking at Report R-11, on the Related tab we can see all the expenses that make up this report.

Here we can see three expenses. A taxi fare, a train fare and a restaurant bill.

Step 5: How the expenses appear in QuickBooks

Now let’s jump over to QuickBooks and show how these expenses are already there.

So here we are in QuickBooks. Let’s find the expense report we were just looking at R-11.

We can see the Payee is the employee who claimed the expenses – Kim Smith.

Let’s open that bill and here we can see we have our three expenses, exactly as they were in SalesTrip and mapped to the corresponding QuickBooks type.

So by connecting your expenses to your accounting system, you’re able to automate reconciliation and speed up reimbursement, taking the pain out of expenses management.

Catherine Nottage

Catherine Nottage