Overview
Exporting your Workyard Debit Card transactions to QuickBooks Online (QBO) helps reduce manual data entry and accounting errors. It also provides the following benefits:
Simplified accounting control: Mark expenses as billable before exporting.
Accurate data transfer: Export receipts, memos, projects, and cost codes associated with each transaction directly from Workyard to QBO.
Reduced manual work: Automatically categorize transactions using configurable mappings:
Map Workyard Projects to QBO Projects (via QBO sub-customers)
Map Workyard Cost Codes to QBO Cost Codes (via QBO Services)
Map Workyard Expense Merchants to QBO Expense Categories (when cost codes are not assigned)
Consistent vendor data: Link Workyard merchants to QBO vendors for clean, reliable records
⚠️ Important: Once Workyard Debit Card transactions are synced to QBO, all future edits must be made directly in QuickBooks.
How it Works
Part 1: Connect to QuickBooks Online
Step 1: In the Workyard app, go to Expenses and select the Accounting tab.
Step 2: If you haven’t previously connected QuickBooks Online, click Connect to QBO.
ℹ️ Note: If you have already connected QBO in Workyard for exporting time data, you can skip this step and continue to Step 3.
Step 3: Select the QBO bank account that should record your debit card purchases. This should be your Workyard Deposit Bank Account.
ℹ️ Note: If you don’t see the Workyard Deposit Bank Account, add it in QuickBooks. Then return to Workyard, refresh the list, and select the newly added account.
Part 2: Export Workyard Debit Card Transactions
After connecting QBO and selecting the correct bank account, you can prepare transactions for export.
Within your Accounting tab you will see a table with two tabs.
Tab 1: The Requires Mapping Tab
Transactions in this tab are not yet ready for export because required QBO mappings are missing.
Map Transaction Merchants to QBO Vendors
Each transaction must be linked to a QBO Vendor. You can map merchants in either of the following ways:
Option 1: Click Map under the QBO Vendor column for a transaction. This opens the Merchant Mapping page, where you can match each distinct Workyard merchant to a QBO vendor.
ℹ️ Note: Each merchant only needs to be mapped once. Once mapped, all future transactions from that merchant will automatically use the correct QBO vendor.
Option 2: From the Accounting page, click the Settings (cog) icon, then select Map Merchant to QuickBooks Vendor.
Mapping Transactions to Expense Accounts in QBO
Every exported transaction must impact an expense account in QBO. This happens in one of two ways:
Transactions with a Project and Cost Code
If a transaction is linked to a project and cost code, Workyard uses a QBO Service Item to determine the expense account.
Click Map under the QBO Cost Code column to open the Cost Code Mapping page.
Map each Workyard Cost Code to the appropriate QBO Service Item.
ℹ️ Note: In QBO, Service Items must have:
“I purchase this product/service from a vendor” checked
An associated Expense Account selected
Transactions without a Project or Cost Code
If a transaction is not linked to a project and cost code, Workyard uses a QBO Expense Category.
Click Map under the QBO Expense Category column to open the Expense Merchant Mapping page.
Map each merchant to the appropriate QuickBooks Expense Category.
ℹ️ Note: Once Cost Codes or Expense Categories are mapped, all future transactions will automatically use those mappings.
Map Transactions to Projects in QBO
If a transaction is linked to a project, it must also be mapped to a QBO Project.
Click Map under the QBO Project column to open the Project Mapping page.
Map each Workyard Project to the appropriate QBO Project.
ℹ️ Note: QBO Sub-customers are used as the equivalent of Workyard Projects. Once a project is mapped, all future transactions linked to that project will automatically use the same mapping.
Tab 2: Ready for Export
Once all required mappings are completed, transactions move to the Ready for Export tab.
From here, you can optionally mark transactions as Billable. Billable transactions will be exported to QBO and associated with the correct customer and project, making them available for invoicing.
ℹ️ Note: To mark a transaction as billable, it must be linked to a mapped project.
Missing Transactions?
‼️ If you don’t see a transaction in either the Requires Mapping or Ready for Export tab, it likely means required information is missing.
You can add the missing details in the Transactions tab.
Accounting Impact
Debit Card Purchases
Workyard Debit Card purchases are exported to QBO as Expense transactions. This:
Reduces the selected bank account balance
Increases the associated expense account balance
ℹ️ Note: Workyard exports debit card transactions to QBO in USD only.
Frequently Asked Questions
Why am I not seeing all my transactions?
If you're unable to see your transaction on the Accounting page, it may be due to one or more of the following reasons:
The transaction is still pending. Pending transactions are not yet eligible for export. Once the transaction moves from pending to completed, it becomes available for export.
The transaction was declined. Declined transactions cannot be exported.
The transaction is part of an unresolved dispute. Only dispute transactions that have been finalized and won are eligible for export.
Required supplementary information is missing. Some transactions require additional details such as a project, cost code, or receipt before they can be exported. To review and complete this information, go to the transaction page and check the transactions in question.
The transaction has already been exported. Once a transaction has been successfully exported, it will no longer appear in the list of transactions available for export.
I need to change one or more mapped Vendor, Project, Cost Code or Expense Category?
To change any export mappings for your connected accounting/ERP package, select the cog/setting button to update the required Vendor, Project, Cost Code or Expense Category mapping.
Why can't I see Refund and Finalised Dispute Transactions?
This is currently not supported but will be coming very soon.
Why can't I export my deposit transactions?
This is currently not supported. Deposit entries need to be entered separately into QBO.