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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.”
Department leads need expense visibility, but granting full QuickBooks access creates security risks and compliance headaches. You need a way to share relevant financial data without exposing sensitive company-wide information.
Here’s how to create automated, department-specific expense reports that maintain strict access controls while giving teams the financial transparency they need.
Generate secure department reports using Coefficient
Coefficient acts as a secure bridge between your QuickBooks data and QuickBooks department leads. Instead of granting multiple users direct system access, one admin connection feeds filtered data to separate, controlled spreadsheets for each department.
How to make it work
Step 1. Connect QuickBooks with admin credentials.
Only one person with Admin or Master Admin permissions needs to establish the QuickBooks connection in Coefficient. This single connection can serve your entire organization without sharing credentials or multiplying access points.
Step 2. Set up department-specific data imports.
Use Coefficient’s “From Objects & Fields” method to pull expense data from Bills, Expenses, and Journal Entries. Apply filters using your QuickBooks class tracking or department codes to isolate specific department expenses automatically.
Step 3. Configure automated filtering and refresh.
Create filters like Class = “Marketing Department” AND Date Range = “Current Quarter” to automatically separate expenses by department. Schedule hourly, daily, or weekly refreshes so department leads always see current data without manual updates.
Step 4. Share controlled access through separate sheets.
Create individual Google Sheets or Excel files containing only relevant department data. Share these with specific department leads through normal spreadsheet permissions, eliminating the need for QuickBooks access entirely.
Start building secure department reports today
This approach transforms the traditional security versus transparency challenge into an automated solution that satisfies both needs. Department leads get real-time expense visibility while your financial data stays protected. Try Coefficient to set up your first secure department expense report.
