How to upload Expenses to QBO.

What will you learn?

• Receive electronic expense receipts.
• View the recorded expenses.
• Identify the synchronization status with QuickBooks.
• Retry uploading an expense when appropriate.
• Manually upload XML files.
• Distinguish an electronic invoice from the tax authority's message.
• Identify duplicate expenses and other frequent messages.
• Verify that the expense exists in QuickBooks Online.

Before starting

Log in to Invoicer Plus with a user
who has permissions to view and upload expenses.

If you want to sync the records with QuickBooks Online,
verify that the corresponding company has
configured and authorized the integration.

You must also have the electronic
original receipt from the supplier, preferably in
XML format.

Step 1. Receive an expense via email

Facturador Plus allows receiving expense receipts
sent to the enabled email address
for the company's receipt.

1. Get the electronic receipt sent by the supplier.
2. Check that it includes the corresponding XML.
3. Identify the expense receipt address configured for your company in Facturador Plus.
4. Send the receipt to that address.
5. Log in to Facturador Plus to check if the expense was received and processed.

This method allows using electronic reception
without having to always perform a manual upload.

Step 2. Check the received expenses

1. Open Facturador Plus.
2. Enter the section Expenses.
3. Locate the receipt you want to view.
4. Review its information and status indicators.
5. Check if the system shows that the expense was synced with QuickBooks.

In the demo, expenses include indicators
visuals that help identify its situation.

If you find an X, check the message or detail
of the expense before trying to upload it again.

Step 3. Retry the synchronization of an expense

When the receipt already exists in Facturador Plus
but it does not appear synchronized with QuickBooks,
you can check the upload option.

1. Log in to Expenses.
2. Locate the pending receipt.
3. Open Actions.
4. Select Upload to QuickBooks, when it is available.
5. Wait for the result of the operation.
6. Check if the synchronization indicator changes.
7. Verify the receipt in QuickBooks Online.

If the system shows an error, do not repeat the process
indefinitely: first identify the cause.

Step 4. Identify the correct XML from the provider

To manually upload an expense,
you need to select the XML file
that contains the electronic receipt information.

The tutorial compares two different files:

Step 5. Upload an expense manually

If you have the original XML,
you can use the manual upload function.

1. In Facturador Plus, open the menu Expenses.
2. Select Upload expense.
3. Locate the area intended for uploading files.
4. Select or drag the corresponding XML file.
5. Wait for the system to review the information.
6. Check the presented validation messages.
7. When the file can be processed, select Upload.
8. Return to the expense list to review the result.

The possibility to continue depends on the validations
performed by Facturador Plus on the receipt.

Step 6. Identify previously registered vouchers

If you try to upload a voucher again,
Invoicer Plus may display a warning
indicating that its key already exists.

This can happen when the document
it is already registered and was processed earlier.

1. Check the numeric key of the receipt.
2. Search for the same key in the expense list.
3. Check its status in Facturador Plus.
4. Check if there is a related record in QuickBooks Online.
5. Avoid trying to reload the same receipt if it has already been registered correctly.

Step 7. Check if the expense exists in QuickBooks

Sometimes, an expense may exist in QuickBooks,
but not appear with the name or reference
what were you expecting.

1. Log in to the appropriate company in QuickBooks Online.
2. Search for the expense using the reference or document number.
3. Make sure you are using the correct sequence.
4. Verify the vendor's name.
5. Check if the supplier is registered under a different name.
6. Check the date and the amount of the expense.
7. Consult the document details to confirm that it matches the XML.

The tutorial explains that differences may exist
among the names used to identify
to a supplier or recipient and the registered ones
in QuickBooks.

It is also advisable to check if there are
duplicate suppliers in the catalog.

Step 8. Recognize the types of vouchers

The demonstration explains that the loading process
is mainly aimed at
electronic invoices and
electronic credit notes
from suppliers.

When trying to upload a file that does not correspond
to one of the types supported by the shown flow,
the system may present a warning.

Step 9. Understand the expense states

During the receipt and synchronization of an expense,
different states may appear.

In the demonstration, the goal is to verify
that the receipt has the expected states
and that the synchronization indicator appears
successful with QuickBooks.

Step 10. Verify that the expense synchronized

1. Enter the list of Expenses from Facturador Plus.
2. Locate the processed receipt.
3. Check its status and the QuickBooks indicator.
4. Check that it displays the appropriate verification mark, if your version shows it.
5. Log in to QuickBooks Online.
6. Search for the document by its provider, date, amount or reference.
7. Confirm that it is registered correctly and without duplicates.

Common situations you should review

The expense does not appear in Facturador Plus

Check that the correct XML has been sent
to the configured reception address and check
if there is any error message.

The expense appears in Facturador Plus, but not in QuickBooks

Check the connection with QuickBooks, the indicator
of synchronization, the expense messages
and the option to upload it manually.

The system indicates that the document already exists

Check the receipt key and verify
if it is already registered before trying to resend.

The receipt appears as rejected

Check the validation response
and confirm if the document was rejected
by the Treasury or another stage of the process.

The supplier appears with a different name

Check the identification data and review
the supplier catalog records
before creating an additional one.

Important recommendations

• Use the original XML of the electronic receipt.
• Check that the invoice corresponds to the receiving company.
• Verify the key, the consecutive number, the issuer and the amount.
• Avoid repeatedly sending receipts that are already registered.
• Do not confuse the tax authority's acceptance with the synchronization in QuickBooks.
• Check the error messages before making a new attempt.
• Check existing suppliers to avoid duplicates.
• Verify the final document directly in QuickBooks Online.

Do you need additional help?

If an expense does not appear or shows synchronization errors,
contact our technical support team
of Mondragón & Associates. Indicate which vouchers
you sent and what message the system shows,
without sharing passwords or credentials.