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Projectworks supports exporting multiple expenses as a single bill to pay if the expenses share specific attributes.
What can be exported as a group?
Setup
To enable the grouped expense export for your organisation, navigate to the Settings > Expense settings and turn the ‘Allow users to export expenses as group’ setting on. This means that users whose access level allows them to export expenses to your accounting platform can now export expenses in groups
What can be exported as a group?
You can select up to 25 expenses in a single group when they match the following criteria
Company Paid expenses
Company paid expenses that share;
- supplier,
- supplier reference,
- payment due date,
- purchase currency, and
- are either:
- all tax inclusive, or
- all tax exclusive.
Read more about exporting planned expenses as a bill to pay →
Reimbursable expenses
Reimbursable expenses that are;
- related to the same employee
- are either:
- all tax inclusive, or
- all tax exclusive.
You will find a new tab in the Expense directory called ‘Grouped Expenses Ready for Export’. This tab groups any expenses that meets the above criteria into groups, so that you can see which expenses are ready to be exported together.
Exporting as a single bill to pay works the same as exporting each expense as an individual expense. Selecting one or more tickboxes on the left opens the bulk action menu allowing you to export one or many individual expenses or expense groups at once by selecting ‘Export to Xero/QuickBooks as one bill’.
You can select the whole group quickly by selecting the tickbox against the header, or by selecting the parent tickbox on the very top of the expense list.
The grouped expenses will create a bill to pay in the accounting platform, with each of the individual expenses forming a line item in the bill.
Attachments
Projectworks will send attachments associated with the expenses over to the accounting platform as part of the export as long as the attachments meet the accounting platform specific requirements.
Due to the limitations on the accounting platforms, the export may fail due to too many or too large attachments;
Xero supports maximum of 10 attachments per export
QuickBooks supports maximum of 100mb total attachments size
Reconciling Payments
Unlike individual expenses, grouped expenses will only reconcile payments once there is a 0 owed balance on the accounting platform. This means that if you partially pay the bill created for the group in the accounting platform, Projectworks will not recognise that partial payment.
Once the entire bill is paid, you will be able to reconcile the group exported expenses, using the ‘Get paid status from Xero/QuickBooks’ button on the expense list screens.
Read more about exporting reimbursable expenses