Accounting Integration Reconnection Guide

Accounting Integration Reconnection Guide

If you change your accounting system or if your current accounting system credentials are updated, you need to disconnect and then reconnect your accounting system in Emburse Spend. These steps may also be required when troubleshooting integration issues with any accounting system.

This article guides you through the full reconnection process: preparing your environment, documenting existing mappings, disconnecting safely, reconnecting your accounting system, and remapping your lists. Following this checklist helps prevent data loss, maintain mapping accuracy, and minimize disruption during the transition.

Emburse Spend accounts integrated with QuickBooks Online do not need to disconnect. Simply select the Relink button on the Accounting Integration page.

Best Practices

  • Confirm that you have admin access in both Emburse Spend and your accounting system.
  • Schedule the reconnection during a low-activity period, ideally after all pending expenses are approved.
  • Notify your finance team in advance that sync activity will pause during the reconnection.
  • Document all Category, Team Field, and Expense Field mappings before you begin, because these mappings are removed when you disconnect. See the steps below for full instructions.
  • If you use the Manual Accounting Sync feature, export all approved expenses before disconnecting. See Manually Review and Sync Approved Transactions.

Reconnection Checklist

1. Set a Cutoff Date

Set a cutoff date for expense approvals. All corporate card transactions and reimbursements should be fully approved before disconnecting the accounting integration.

2. Document Account Mappings

Before disconnecting, take screenshots of all mappings on the Company Settings → Accounting Integrations page:

  1. Default Expense Account
  2. Bank Account
  3. Corporate Cards
  4. Default Field Mapping

Additional fields may be available on this page based on your accounting system. We recommend taking screenshots of all mappings.

Accounting Integration page in Emburse Spend showing default expense account, bank account, corporate cards, and default field mapping options.

If you are switching to a new accounting system, please proceed to Step 6. Disconnect your Accounting System. The information below is only applicable if you are reconnecting your existing accounting system to Emburse Spend.

3. Document Expense Category Mappings

Before disconnecting, go to Company Settings → Categories to take screenshots of how your Spend categories map to GL accounts.

You must take screenshots, as the Export Categories button will not include the mapped Chart of Accounts.

4. Document Expense Field Mappings

Before disconnecting, take screenshots of your Expense Field mappings. You can either screenshot or export each Expense Field.

To export, follow these instructions:

  1. Go to Company Settings → Expense Fields.
  2. Select Export next to each Expense Field.

    Expense Fields page in Emburse Spend with Export buttons for each Expense Field.

5. Document Team Field Mappings

Team fields do not automatically resync after you reconnect. You must review and remap them to your accounting system. Before disconnecting, take screenshots of your Team Field mappings. You can either screenshot or export each Team Field.

If your organization syncs Team or Expense Fields from your accounting system, the Export option will not be available. You must import these lists again after reconnecting.

To export, follow these instructions:

  1. Go to Company Settings → Team Fields.
  2. Select Export next to each Team Field.

    Team Fields page in Emburse Spend showing list of fields with Export option.

Export Team Field Assignments

If you have assigned members to Team Fields on the People page, we recommend that you also export your People list.

  1. Go to Admin → People.
  2. Select EXPORT.

    People page in Emburse Spend with the Admin menu and Export button highlighted.

Do not delete existing Expense Fields or Team Fields before reconnection. If you remove them, they cannot be recovered.

6. Disconnect your Accounting System

After you record all mappings, disconnect your accounting system:

  1. Go to Company Settings → Accounting Integrations.
  2. Select DISCONNECT.

    People page and Accounting Integration page in Emburse Spend showing Export and Disconnect actions.

You will now see the list of all available integrations.

7. Reconnect your Accounting System

  1. Select your Accounting System from the list.
  2. Select CONNECT and follow the steps for connecting based on your accounting system:

8. Remap Expense Categories

Go to Company Settings → Categories to remap your expense categories to the corresponding GL accounts. See How to Set Up Categories.

9. Remap Expense Fields

To add new expense fields or remap your existing ones, navigate to Company Settings → Expense Fields. See Using Expense Fields in Emburse Spend.

10. Remap Team Fields

To add new team fields or remap your existing ones, navigate to Company Settings → Team Fields. See Using Team Fields in Emburse Spend.

Completion Note

Your accounting integration is reconnected. Verify that all mappings align with your accounting system. You may resume expense approvals and exports once validation is complete.

Was this article helpful?