Exporting your Workyard Debit Card transactions to QuickBooks Desktop (QBD) removes manual re-entry and keeps your books accurate. Each export includes the transaction date, merchant, amount, cardholder, and any linked Workyard project or cost code — with a link to view each receipt included in the transaction memo, so supporting documentation stays connected to every transaction.

⚠️ Important: Once transactions are successfully exported to QBD, they can't be re-exported. Review them carefully before exporting — all future edits must be made directly in QuickBooks.

Workyard connects with QuickBooks Desktop via the QuickBooks Web Connector. If you haven't connected yet, follow this guide first: How to Setup QuickBooks Web Connector.

Step 1: In the Workyard app, go to Expenses and select the Accounting tab.

Step 2: Under Connect Your Accounting or ERP System, select QuickBooks Desktop.

Step 3: Under Configure Bank Account, choose which QuickBooks bank account to record your debit card purchases against. Then click Get Started.

ℹ️ Note: Bank accounts are synced by the QuickBooks Web Connector. If the list is empty, run the Web Connector on your machine to populate it, then return here and refresh.

Make sure each transaction has the details you want carried into QuickBooks. In the Transactions tab, you can assign a Project and Cost Code to each transaction, add a note and upload a Receipt.

Within the Accounting tab, you will see a table with three tabs: Requires Mapping, Ready for Export, and Exported.

Transactions in this tab are not yet ready for export because required QBD mappings are missing. Click the red Map link on a transaction to open the Mapping page, where you can match Workyard values to their QBD equivalents:

ℹ️ Note: Each value only needs to be mapped once. All future transactions with the same merchant, cost code, or project will automatically use the same mapping.

⚠️ Important: In QuickBooks Desktop, items (cost codes) can have a rate. Because expenses export with a quantity of 1, a cost code with a nonzero rate will override the actual expense amount. Create dedicated expense cost codes in QBD with a rate of $0.00, and map your Workyard cost codes to those. When the rate is $0.00, QBD uses the actual expense amount.

Once all required mappings are complete, transactions move to the Ready for Export tab. Here you can review the QBD Vendor, QBD Project, QBD Cost Code, and QBD Expense Category for each transaction, and optionally mark transactions as Billable.

ℹ️ Note: To mark a transaction as billable, it must be linked to a mapped project.

Step 1: In the Ready for Export tab, select the transactions you want to export and click Export.

Step 2: Review the confirmation dialog. Once transactions are successfully exported, they can't be re-exported. Click Export to proceed.

Step 3: The transactions are staged for export. They will appear in QuickBooks once you run the QuickBooks Web Connector on your machine.

After the Web Connector run completes, the transactions appear in QuickBooks Desktop — each with a link to view its receipt in the memo — and the transactions appear in the Exported tab in Workyard as completed.

QuickBooks Desktop works differently from QuickBooks Online in a few ways. These are QBD platform limits, and here's how Workyard handles each one:

QuickBooks Desktop doesn't support attaching files to transactions created by integrations. Instead, Workyard adds a secure link to each receipt in the transaction's Memo field (after any notes on the transaction). Click the link to view the receipt image at any time.

Purchases export to QBD as checks, which fully support project, cost code, and billable status. Refunds and won disputes export as deposits, and QBD deposits have no fields for project, cost code, or billable — so those details aren't included on refund and dispute transactions. The bank account, vendor, expense account, amount, date, and memo (including the receipt link) still carry across.

QuickBooks Desktop doesn't show the vendor on deposit transactions in the register or vendor transaction list, even though it's included in the export. If you need the vendor to display on a refund or dispute deposit, re-add it manually to the Payee field in QuickBooks.

If a QBD item (cost code) has a nonzero rate, QBD applies that rate with a quantity of 1 — replacing the actual expense amount. Create dedicated expense cost codes in QBD with a rate of $0.00, add them to the relevant projects, and map your Workyard cost codes to them. With a $0.00 rate, QBD records the actual expense amount.

If a transaction isn't showing on the Accounting page, it may be due to one or more of the following:

Exported transactions are staged until the QuickBooks Web Connector runs on the machine hosting your QuickBooks company file. Open the Web Connector, select the Workyard application, and run the sync.

This usually means the mapped QBD cost code has a nonzero rate, which overrides the expense amount. Set the rate on your expense cost codes in QBD to $0.00 — see the limitations section above.

From the Accounting page, select the Settings (cog) icon to open the Mapping page and update the required mapping.

See QuickBooks Desktop Integration via QuickBooks Web Connector and Troubleshooting QuickBooks Desktop Connection.