How Expense Cards Work with QuickBooks Online
If you’re new to Housecall Pro Expense Cards, or if you're thinking about ordering an Expense Card for your business, you may be wondering how transactions integrate with QuickBooks Online. Using HCP's API, we make recording your accounting information seamless and easy!
Expense Card Accounts in QuickBooks Online
As soon as you complete your first deposit into your HCP Money account, we will automatically create two new accounts in QuickBooks Online:
Housecall Pro Balance Account
This account will correspond to any transfer fund activity in HCP Money. When you create a transfer into your HCP Money account, a line item will be added to this account in QuickBooks Online so all of your balance transfers are shown.
Housecall Pro Expense Card Account
This account will reflect any purchases made from any of your Expense Cards. Each transaction will be automatically reconciled in QuickBooks Online, so don’t forget to review your activity to make sure purchases are allocated appropriately while updating expense categories if needed.
Minimum Balance Funding and QuickBooks Online
Housecall Pro makes using additional funds easy by offering minimum balance funding.
Since minimum balance funding works by reallocating customer payments into your HCP Money account, there is no need to transfer money from your bank account. Instead, funds deposited to your HCP Money account are available instantly.
📖 Help Center Article:
To learn more about minimum balance and how to set it up, check out our Help Article, "HCP Money: How to Fund Your Account" in the HCP Help Center.
Path of Funds
The steps below outline the path of funds through your QuickBooks Online chart of accounts, in the case of minimum balance funding:
Step 1: Credit Card Payments are received from customers after jobs are completed.
For all credit card payments made through Housecall Pro, funds are held in Undeposited Funds until they are processed.
Please Note: This step happens for any credit card payment, regardless of whether the Pro is using Expense Cards or not.
Step 2: You, the Pro, allow us to allocate funds to reimburse the HCP Money balance.
Step 3: Payments from Undeposited Funds in QuickBooks Online will be associated with one of three accounts.
First, QuickBooks Online will push any credit card processing fees into a separate COGS account. This step will happen automatically, regardless of whether or not additional funds were requested for an HCP Money account.
Then, QuickBooks Online will associate some of your received payment from the undeposited funds with your Housecall Pro Balance account. You will see the available funds populate on the Overview or Transactions page in HCP Money, within Housecall Pro.
Any remaining amount will be added to your bank account.
Expense Card Receipts in QuickBooks Online
Expense Card receipts will now transfer to your QuickBooks® Online account automatically. Just upload your receipts through the HCP Web Portal or Mobile App and we'll take care of the rest!
To view the receipt in your QuickBooks account, go to the Expense Cards transaction and it will be in the 'Attachments' section.
Housecall Pro Expense Card is a Visa Commercial Credit Card issued by Celtic Bank, and subject to approval. Money transmission services provided by Stripe Payments Company with funds held by Evolve Bank & Trust, member FDIC.
Having trouble finding what you need?
For further assistance, please reach out to our Chat Support team
via the Blue Chat Bubble in your Housecall Pro account, or
contact our Phone Support team at (858) 842-5746.