Configure and run the flows in Concur Expense (Best Practice & Enhanced) – QuickBooks quickstart integration template

After you install the template, additional record mapping is required to integrate the template’s exports and imports with your Concur and QuickBooks apps.

Note that your flow is disabled when first installed. After configuring the flow, you can enable it in your Flows dashboard or in Flow Builder with the Off/On toggle button. Then run or schedule the flow. 

Concur expense reports to QuickBooks purchases (Best Practice)

This flow syncs Concur expense reports to QuickBooks purchases for best practice accounts by payment batch.

Flow details

• Export source: Concur 
• Built-in export: Get Concur payment batches – get all payment batches in open status from Concur.
• Built-in output filter: filter for count record that is greater than zero.
• Import destination: QuickBooks
• Built-in import: Import Concur payment batch – close the payment batches of Concur.
• Built-in lookup: Get Concur payment batch file – get all payment batch files from Concur.
• Built-in lookup: Get Quickbook employee by name – get a QuickBooks employee by first name and last name.
• Built-in lookup: Get Quickbook account by name – get a QuickBooks account by name.
• Built-in import: Import QuickBooks customers (create) – add/ ignore customers into QuickBooks with DisplayName as the lookup identifier.
• Built-in import: Import QuickBooks customers (update) – update customers into QuickBooks.
• Built-in import: Import QuickBooks purchases – add/ignore purchases into QuickBooks with document number as the lookup identifier.

Before you begin

1. Concur expense report users and QuickBooks purchase employees should be the same.
2. Concur expense report expense types and QuickBooks accounts should be the same.

Setup instructions

1. Configure the following hard-coded mapping in header details according to your business requirements in Import QuickBooks Purchases, before running the flow.
   
2. Configure the following hard-coded mapping in line details according to your business requirements in Import QuickBooks Purchases, before running the flow.
   
3. Configure the following dynamic mapping according to your business requirements in Import QuickBooks customers (update), before running the flow.
   

Concur expense reports to QuickBooks purchases (Enhanced)

This flow syncs Concur expense reports to QuickBooks purchases for professional accounts by the extract method.

Flow details

• Export source: Concur 
• Built-in export: Get Concur extract definition details – get all approved expense reports from Concur that have been modified since this flow last ran.
• Built-in output filter: filter for last export DateTime record greater than zero.
• Import destination: QuickBooks
• Built-in lookup: Get Concur extract files – get extract files from Concur.
• Built-in input filter: filter for success record that is not equal to zero.
• Built-in lookup: Get QuickBooks employee by name – get a QuickBooks employee by first name and last name.
• Built-in input filter: filter for success record that is not equal to zero.
• Built-in lookup: Get Quickbook account by name – get a QuickBooks account by name
• Built-in input filter: filter for success record that is not equal to zero.
• Built-in import: Import QuickBooks customers (create) – add/ignore customers into QuickBooks with DisplayName as the lookup identifier.
• Built-in input filter: filter for success record that is not equal to zero.
• Built-in import: Import QuickBooks customers (update) – update customers into QuickBooks.
• Built-in input filter: filter for success record that is not equal to zero.
• Built-in import: Import QuickBooks Purchases – add/ignore purchases into QuickBooks with document number as the lookup identifier.

Before you begin

1. Concur expense report users and QuickBooks purchase employees should be the same.
2. Concur expense report expense types and QuickBooks purchase accounts should be the same.

Setup instructions

1. Add the Definition ID for the expense for this flow.
2. Configure the following hard-coded mapping in header details according to your business requirements in Import QuickBooks Purchases, before running the flow.
   
3. Configure the following hard-coded mapping in line details according to your business requirements in Import QuickBooks Purchases, before running the flow.
   
4. Configure the following dynamic mapping according to your business requirements in Import QuickBooks customers (update), before running the flow.