[No QA] Update Configure-QuickBooks-Desktop.md

[kadiealexander]

Explanation of Change

Added an explanation of how employee records are handled in QBD

Fixed Issues

$ https://github.com/Expensify/Expensify/issues/570088

[github-actions]

HelpDot Documentation Review

Overall Assessment

This PR adds a single FAQ entry to the QuickBooks Desktop configuration article, explaining how employee records are handled during export (versus vendor records). The addition is small, focused, and well-written. It addresses a specific user question with clear, actionable information.

Scores Summary

• Readability: 9/10 - The three-paragraph structure logically progresses from "when you can" to "default behavior" to "fallback with auto-create." Sentences are clear and scannable. Minor deduction for trailing whitespace on two lines (cosmetic, not rendered).
• AI Readiness: 8/10 - The FAQ heading is a clear, searchable question that maps well to real user queries. It includes the feature-specific terms "employee record" and "vendor record" which aid retrieval. Note: the existing file is missing the internalScope YAML field required by HELP_AUTHORING_GUIDELINES.md Section 3, but this is a pre-existing gap and not introduced by this PR.
• Style Compliance: 9/10 - UI element references (Auto-create entities, Main Email) are correctly bolded per HELPSITE_NAMING_CONVENTIONS.md. The FAQ heading follows the question format consistent with the existing FAQ section. Minor observation: "Journal Entries" and "Checks" are capitalized but not bolded -- if these are clickable UI labels in QuickBooks Desktop settings, they should be bolded per button/tab naming standards; if they are general export type descriptions, the current treatment is acceptable.

Key Findings

• The content directly answers a real user question about employee vs. vendor record export behavior, which aligns with the "match real user search intent" principle.
• The conditional logic (vendor first, then employee, then auto-create) is explained in a clear order of operations that users can follow.
• The requirement that employees must have a Main Email matching their Expensify account email is an important detail that is well-placed.
• No prohibited language, no vague navigation phrases, no structural violations detected.

Recommendations

• Consider bolding "Journal Entries" and "Checks" if they correspond to exact UI labels in the QuickBooks Desktop export settings within Expensify (e.g., dropdown options). This would align with the naming conventions requirement to bold all UI element references.
• The pre-existing file lacks internalScope in its YAML frontmatter. While out of scope for this PR, a follow-up to add it would improve AI retrieval compliance.

Files Reviewed

• docs/articles/new-expensify/connections/quickbooks-desktop/Configure-QuickBooks-Desktop.md - New FAQ entry added; content is accurate, well-structured, and compliant with governance standards.

[OSBotify]

A preview of your ExpensifyHelp changes have been deployed to https://ba42205d.helpdot.pages.dev ⚡️

Updated articles:

• articles/new-expensify/connections/quickbooks-desktop/Configure-QuickBooks-Desktop

[melvin-bot]

@stephanieelliott looks like this was merged without a test passing. Please add a note explaining why this was done and remove the Emergency label if this is not an emergency.

[github-actions]

HelpDot Documentation Review

Overall Assessment

This PR adds a single FAQ entry to the QuickBooks Desktop configuration article, explaining how employee records are handled when exporting from Expensify to QuickBooks Desktop. The change is small, well-written, and fits naturally into the existing FAQ section.

Scores Summary

• Readability: 9/10 - The FAQ answer is clearly structured across three short paragraphs that walk through the lookup logic (export types, default behavior, fallback). Easy to scan and understand.
• AI Readiness: 7/10 - The FAQ heading uses a valid question format but omits "QuickBooks Desktop," which would improve searchability and retrieval precision. Including the feature name in FAQ headings helps AI systems match the answer to user queries about this specific integration.
• Style Compliance: 9/10 - UI element references are correctly bolded (Journal Entries, Checks, Main Email, Auto-create entities). Tone and terminology are consistent with the rest of the article.

Key Findings

• The three-paragraph structure effectively explains a multi-step lookup flow (vendor first, then employee, then auto-create) without requiring numbered steps.
• All UI labels appear to be bolded correctly per naming conventions.
• The FAQ heading does not include "QuickBooks Desktop," which reduces retrieval precision for integration-specific queries. Per the authoring guidelines, headings should include the feature name for searchability.

Recommendations

• Consider revising the FAQ heading to include the integration name, e.g., "Can I export to an employee record instead of a vendor record in QuickBooks Desktop?" This improves AI retrieval without hurting readability.

Files Reviewed

• docs/articles/new-expensify/connections/quickbooks-desktop/Configure-QuickBooks-Desktop.md - 8 lines added; one new FAQ entry. Content is accurate and well-formatted, with one minor heading improvement suggested.

[github-actions]

Style consistency: This paragraph uses first-person "we'll" three times (lines 168 and 170), but the rest of the article's FAQ answers use "Expensify" as the subject (e.g., line 137: "Expensify will display an alert...") or passive constructions. For consistency, rephrase to use "Expensify" or passive voice.

Suggested rewrite:

By default, Expensify looks for a vendor record with an email address matching the report submitter. If no match is found, Expensify looks for an employee record. Employees must have a Main Email in QuickBooks Desktop that matches the email associated with their Expensify account.

[github-actions]

Style consistency: Same first-person "we'll" issue. Consider: "If there is no vendor or employee record and Auto-create entities is enabled, Expensify creates a new vendor record for the submitter."

[OSBotify]

🚀 Deployed to staging by https://github.com/stephanieelliott in version: 9.3.84-0 🚀

platform	result
🕸 web 🕸	success ✅
🤖 android 🤖	success ✅
🍎 iOS 🍎	success ✅

Bundle Size Analysis (Sentry):

• Android
• iOS

[OSBotify]

🚀 Deployed to staging by https://github.com/stephanieelliott in version: 9.3.86-0 🚀

platform	result
🕸 web 🕸	success ✅
🤖 android 🤖	success ✅
🍎 iOS 🍎	cancelled 🔪

Bundle Size Analysis (Sentry):

• Android
• iOS

[OSBotify]

🚀 Deployed to staging by https://github.com/stephanieelliott in version: 9.3.88-0 🚀

platform	result
🕸 web 🕸	success ✅
🤖 android 🤖	success ✅
🍎 iOS 🍎	success ✅

Bundle Size Analysis (Sentry):

• Android
• iOS

[OSBotify]

🚀 Deployed to production by https://github.com/mountiny in version: 9.3.88-2 🚀

platform	result
🕸 web 🕸	success ✅
🤖 android 🤖	success ✅
🍎 iOS 🍎	failure ❌