---
title: "Exporting to QuickBooks for Administrators - Payhawk Help Center"
slug: "exporting-expenses-and-payments-to-quickbooks-online"
description: "Export expenses and payments from Payhawk to QuickBooks Online, review what was exported and filter the export data. Includes prerequisites and notes."
updated: 2026-10-27T15:25:24Z
published: 2026-10-27T15:25:24Z
canonical: "payhawk.com/exporting-expenses-and-payments-to-quickbooks-online"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://payhawk.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Exporting expenses and payments to QuickBooks Online

The Payhawk integration with QuickBooks Online is designed to work effortlessly and help you keep your data between the two systems in sync at all times.

## Notes on exporting to QuickBooks Online

- It's recommended that you [sync your Payhawk-QuickBooks Online accounts](/help/syncing-data-between-payhawk-and-quickbooks-online) every time you make changes in QuickBooks Online.
- An expense will be automatically exported to QuickBooks Online once that expense is marked as reviewed. As a result, all your expense data, images, and payments will be imported to QuickBooks Online.
- The payment data for an expense will be exported only after the transaction has been settled.
- After the export to QuickBooks Online, Payhawk will pull the value for the expense **External ID** from the **Bill number** of that expense. If there is also a payment export for the payment **External ID**, Payhawk will display the value from the **Bill payment number** of that payment. If card expenses are exported as expenses, Payhawk pulls the External ID from the QuickBooks Online expense instead. There’s no bill payment, so no payment External ID is shown. Any fees are exported as a separate journal entry. For more information, see [Exporting card expenses as expenses in QuickBooks Online](/help/exporting-card-expenses-as-expenses-in-quickbooks-online).

## Prerequisites

To start exporting expenses and payments, make sure [you have connected the Payhawk and QuickBooks Online systems](/help/connecting-payhawk-to-quickbooks-online).

## Exporting expense and payment data from Payhawk to QuickBooks Online

To export your Payhawk expenses to QuickBooks Online:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), open the app switcher in the top-left corner and go to **Spend**, select a spend type, then go to the **Review** tab.
2. Select an expense.
3. Check if all the data is correctly stored in the expense.
4. Click on **Review**.

![An expense open from the Review tab of the Spend app, with its document and the Review button.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/exporting-expenses-and-payments-to-quickbooks-online-01_20261009_ai.png)

If an error occurs while exporting your data from Payhawk to QuickBooks Online, Payhawk will display an error message suggesting what is wrong with the data.

## Viewing exported expenses in the ERP from Payhawk

To directly view your exported expenses to QuickBooks Online from Payhawk:

1. Open the app switcher in the top-left corner and go to **Spend**.
2. Select the desired expense.
3. Click on the three dots menu and click on **View in QuickBooks**.

![An exported expense with its three-dot menu open, showing View in QuickBooks.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/exporting-expenses-and-payments-to-quickbooks-online-02_20261009_ai.png)

## Viewing export data and using export filters for expenses and payments in Payhawk

The export event between the two systems can be viewed from **Spend**, in the expense's **Activity** section with **Export** ticked in the **Show** filter.

![The Activity section of an expense with Export selected in the Show filter and the QuickBooks export events listed.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/exporting-expenses-and-payments-to-quickbooks-online-03_20261009_ai.png)

The detailed export data of an expense or payment can be viewed from **Spend**, in the [**Export** section of that expense](/help/exporting-expenses-and-payments-on-demand).

![The Export section of an expense showing the expense and its payment as Exported.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/exporting-expenses-and-payments-to-quickbooks-online-04_20261009_ai.png)

You can also [filter out expenses and payments](/help/searching-and-filtering-expenses-and-payments) based on various filters relevant to QuickBooks Online such as **Export status**, **Exported by**, **Export date**, **External ID**, and others.

## Next steps

- [Syncing suppliers between Payhawk and QuickBooks Online](/help/syncing-suppliers-between-payhawk-and-quickbooks-online)