Exporting Reimbursements for Accounting

Reimbursements can be exported to your accounting software from Float. You can export reimbursements in one of two ways:

1. Using one of our three direct integrations across NetSuite, QBO or Xero.
2. Using our CSV export.

⚠️ Note: Reimbursements are only available for businesses on the professional plan. Please reach out to support@floatcard.com to upgrade!
https://floatcard.com/pricing/ 

Accounting Exports (w/ Accounting Integration)

To export reimbursements directly to your accounting integration, you first have to select the Accounts Payable account that you want to sync your reimbursements to. You can do this by going to Settings > Reimbursements Settings. 

Once you’ve selected your AP account, go to Accounting > Reimbursements, select the reimbursements you want to export, and click “Export”. Note - We made the decision to keep your card transactions and reimbursements separate to simplify reconciliation. 

Any reimbursements you export will be created as an unpaid bill in your accounting software with the employee listed as the payee/vendor.

Reimbursement Exports & Accounting Vendors

When exporting reimbursements to your accounting software, it will create a net new accounting vendor for the spender that's being reimbursed. For example, if you are exporting a reimbursement submitted and approved for a transaction made by "John Smith", the export will automatically create a new accounting vendor called "John Smith".

The vendor creation should only happen on the first export. All subsequent exports should go into the record created at the first export. If you have a duplicate vendor already with the same name prior to the first export you will likely receive an error. In this instance please delete the existing vendor record in your accounting software.

Note: When exporting reimbursements to your accounting software, the export will create a new vendor record even if the vendor already exists in your accounting software. Please make sure to merge old vendor records with the new ones created after the reimbursement export to minimize duplicate vendors in your accounting software. 

CSV Exports 

Approved reimbursements can be found under 'Accounting' > 'Reimbursement Export' in Float. To export reimbursements in a CSV select the reimbursements you want to export, and click “Export to CSV”.

The CSV will provide all relevant data points required to (i) process a direct repayment and (ii) close the books, including:

1. Date of the expense
2. Expense currency and amount
3. Reimbursement currency and amount
4. Accounting information (GL Code, taxes etc)
5. Employee name and email
6. Link to Receipts

Note: Reimbursements can be submitted for expenses in any currency, but can only be exported in CAD at this time. All reimbursement records are submitted by spenders in CAD.