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internalScope: Audience is Workspace Admins. Covers connecting QuickBooks Desktop to Expensify and reusing existing connections, does not cover configuring export or coding settings.
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# Connect to QuickBooks Desktop
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QuickBooks Desktop is accounting software designed for small and medium-sized businesses. Connecting Expensify to QuickBooks Desktop streamlines your expense management and accounting workflows.
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To connect QuickBooks Desktop to Expensify, you must log in as an Admin in QuickBooks Desktop. Make sure **the company file you want to connect to is the only one open**.
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# Step 1: Start the Setup in Expensify
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## How to reuse an existing QuickBooks Desktop connection
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If you already have QuickBooks Desktop connected to another workspace, you can reuse that existing connection instead of setting up a new one.
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1. From the navigation tabs (on the left on web, and at the bottom on mobile), select **Workspaces**
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2. Choose the workspace you want to connect to
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3. Click **More features** in the left-hand menu
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4. In the **Integrate** section, toggle on **Accounting**
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5. Click **Accounting** in the left-hand menu
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6. Click **Set up** next to QuickBooks Desktop
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7. Select the workspace with the existing QuickBooks Desktop connection you want to reuse
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The connection and its settings will be imported to your new workspace.
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To create a new connection instead, click **Create new connection** and follow the steps below.
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## How to create a new QuickBooks Desktop connection
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1. From the navigation tabs (on the left on web, and at the bottom on mobile), select **Workspaces**
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2. Choose the workspace you want to connect to
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#Step 2: Install and Launch the Web Connector
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## How to install and launch the Web Connector for QuickBooks Desktop
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1. Download the Web Connector and follow the installation instructions
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2. Open the Web Connector
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#Step 3: Authorize and Finalize the Connection
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## How to authorize and finalize the QuickBooks Desktop connection
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1. In QuickBooks Desktop, select **Yes, always allow access, even when QuickBooks is not running**, then click **Continue**
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2. Click **OK**, then click **Yes**
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Yes. You can install one connector per company file. Multiple connectors can run from the same computer. Just ensure you're logged into the correct company file before syncing.
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## Can I reuse an existing QuickBooks Desktop connection on a new workspace?
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Yes. If you already have QuickBooks Desktop connected to another workspace where you are a Workspace Admin, Expensify will offer to reuse that existing connection when you set up QuickBooks Desktop on a new workspace.
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[Learn how to manage distance rates as a Workspace Admin](/articles/new-expensify/reports-and-expenses/Managing-Distance-Rates)
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### Distance expenses created for personal tracking
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### Distance expenses created outside of a Workspace
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If you're creating expenses outside of a Workspace:
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If you're creating a distance expense outside of a Workspace (e.g., in a DM chat or Your space):
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- Expensify sets a default rate based on your payment currency.
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- Example: For USD, the rate is based on the current IRS reimbursement rate and uses miles.
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-Distance default rates are updated annually.
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**Note:**Only Workspace Admins can set a custom distance rate. It's not possible to set a custom distance rate for personal expenses outside of a Workspace.
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-**DM chats:**Expensify sets a default rate based on your payment currency (e.g., the current IRS rate for USD). It is not possible to set a custom distance rate for these expenses.
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-**Your space (tracking for personal use):**
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-**If you have a default Workspace:** The distance rates from your default Workspace are automatically applied. You can tap the **Rate** field to choose a different rate from that Workspace.
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-**If you have multiple Workspaces but no default:** You'll be prompted to select a Workspace first, and then you can choose from that Workspace's available rates.
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-**If you don't have a group Workspace:**Expensify sets a default rate based on your payment currency (e.g., the current IRS rate for USD). When you tap the **Rate** field, you'll be guided through creating a Workspace with a custom distance rate.
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## Can I update the Distance expense unit or rate?
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The distance unit and rate can only be updated by a Workspace Admin on the Workspace. It is not possible to adjust the distance rate or unit at the expense level.
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The distance unit and rate can only be updated by a Workspace Admin on the Workspace. It is not possible to adjust the distance rate or unit at the expense level.
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## What happens if a Distance expense is moved to a different Workspace?
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