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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
Connecting approval workflow data to QuickBooks actuals eliminates manual reconciliation and provides automated spend compliance monitoring that QuickBooks can’t achieve independently.
Here’s how to create a unified view that automatically matches approved requests to actual transactions for real-time spend tracking.
Build automated spend tracking with live QuickBooks data using Coefficient
Coefficient connects your approval workflow systems directly with QuickBooks transaction data in spreadsheets. This eliminates the time-consuming manual process of switching between platforms and manually matching approvals to actual spend.
How to make it work
Step 1. Import live QuickBooks transaction data.
Use Coefficient’s automated refresh capabilities to import Bills, Purchase Orders, Expenses, and Vendor payments from QuickBooks. Select specific fields like transaction amounts, vendor names, dates, and reference numbers with hourly or daily refresh scheduling.
Step 2. Connect your approval workflow data.
Import approval data from systems like ApprovalsHQ, Procurify, or custom approval tools into the same spreadsheet. Include approval amounts, dates, requestor information, and unique identifiers that can match to QuickBooks transactions.
Step 3. Set up automated matching formulas.
Create INDEX/MATCH or VLOOKUP formulas that automatically correlate approvals to transactions using purchase order numbers, vendor names with amounts, project codes, or date ranges. For example: =INDEX(ApprovalAmount,MATCH(B2&C2,ApprovalPO&ApprovalVendor,0))
Step 4. Build real-time variance detection.
Add calculated columns showing differences between approved amounts and actual spend: =IF(D2-E2>F2*0.1,”Over Budget”,”Within Range”). Use conditional formatting to highlight variances exceeding predetermined thresholds.
Step 5. Configure automated updates.
Set up scheduled data refreshes to maintain current visibility without manual intervention. This ensures your spend tracking dashboard always reflects the latest QuickBooks data alongside your approval workflow information.
Get real-time spend compliance monitoring
This integration provides financial teams with automated spend compliance monitoring that QuickBooks cannot achieve independently. Start building your automated spend tracking system with Coefficient today.
