How to set up automated GL code expense tracking between QuickBooks and Google Sheets

QuickBooks makes you manually export data every time you want to track expenses in an external spreadsheet. There’s no native way to automatically send GL code expense data to Google Sheets, making ongoing tracking a constant manual task.

Here’s how to automate the entire process so your expense tracking stays current without any manual exports or imports.

Automate expense tracking using Coefficient

Coefficient creates a direct connection between QuickBooks and Google Sheets that eliminates manual data exports. Your expense tracking updates automatically on whatever schedule you choose.

How to make it work

Step 1. Configure your expense data imports.

Import from QuickBooks’ Profit and Loss report for summarized GL code expenses, or use the Transaction List report for detailed expense transactions. Both include the GL code classifications you need for proper expense tracking.

Step 2. Set up object-based imports for complete coverage.

Pull from Bill, Purchase, and Journal Entry objects to capture all expense transactions with their GL codes. Use Coefficient’s filtering to focus on specific expense account ranges that matter for your tracking.

Step 3. Schedule automatic updates.

Configure daily refreshes to keep expense tracking current. This eliminates the manual export cycle where your data becomes outdated immediately after you download it from QuickBooks.

Step 4. Build tracking formulas in Google Sheets.

Create formulas that calculate expense trends, variances, and budget comparisons using the live QuickBooks data. Set up conditional formatting for expense alerts and threshold monitoring that QuickBooks can’t provide.

Track expenses without the manual work

Your expense tracking now updates automatically with advanced analytical capabilities that QuickBooks alone can’t offer. No more stale data or repetitive exports. Automate your tracking today.