Workflow · Finance close · Opening soon

Expense allocation by department

Allocate shared expenses like rent and software by department. Use month-end headcount from QuickBooks employee and expense exports.

Book a demo

Someone typed

“allocate the unassigned rent and software each month by month-end headcount, keep the engineering software as coded, and show monthly department totals from the quickbooks expenses and bills”

The agent read it as

Allocate the unassigned rent and software each month by month-end headcount from the QuickBooks employee list, keep the engineering software as coded, and show monthly department totals from the QuickBooks expenses and bills.

What the agent built

5 steps, each one an ordinary Mammoth step you can open and change.

File

QuickBooks expenses and bills

CSV export · 20 rows

File

QuickBooks employee list

CSV export · 18 rows

Step

Add headcount join key

Step 1

Step

Add month-end join key

Step 2

Join

Bring in employee dates

20 of 20 paired

Step

Allocate unassigned rent and software

Step 4

Step

Total by department and month

Step 5

Result

Monthly Department Allocations

21 rows

Schedule

Runs when you say

Proposed

File
QuickBooks expenses and bills
CSV export · 20 rows
File
QuickBooks employee list
CSV export · 18 rows
Step
Add month-end join key
Step 2
Step
Add headcount join key
Step 1
Join
Bring in employee dates
20 of 20 paired
Step
Allocate unassigned rent and software
Step 4
Step
Total by department and month
Step 5
Result
Monthly Department Allocations
21 rows
Schedule
Runs when you say
Proposed

Checked on the sample files: every step ran, 21 rows came out, and the join paired 20 of 20 rows.

Download QuickBooks expenses and bills sample (20 rows)QuickBooks Online: Expenses > Expenses and bills > Export
Download QuickBooks employee list sample (18 rows)QuickBooks Online Payroll: Workers > Employees > Export

What you get back

The result of that run, the rows to look at first.

Monthly Department AllocationsSample data21 rows

Department	Month	Total expenses and bills
Customer Success	2026-09-30	1,828.67
Customer Success	2026-10-31	1,584.12
Customer Success	2026-11-30	3,157.64
Engineering	2026-09-30	1,828.67
Engineering	2026-10-31	2,376.17
Engineering	2026-11-30	7,230.28
Finance	2026-09-30	2,743
Finance	2026-10-31	3,168.23
Finance	2026-11-30	4,736.46
Marketing	2026-09-30	1,828.67
Marketing	2026-10-31	1,584.12
Marketing	2026-11-30	3,157.64

21 rows in the result · 12 shown, problems first. Sample data: illustrative figures, not business results.

How do you allocate expense by department?

Export your QuickBooks employee list, expenses, and bills, then load them into the workflow. It matches month-end headcount, keeps coded engineering software as is, and allocates unassigned rent and software across departments. Then it totals expenses by department and month.

How it works

How to use the Monthly Department Allocations workflow

1Get early accessWe invite people in small batches, job by job. You'll land on this workflow, already built and checked on the sample files.
2Swap in your exportsUpload your own files as they come out of your tools. The agent checks the workflow on your rows.
3Change it in words, then turn it onSay what to change and see the new result before anything saves. Then choose when it runs.

Monthly Department Allocations: questions

What export should I use?

Use the exported QuickBooks employee list for headcount, plus the exported expenses and bills for the expense lines you want to allocate.

What happens to rows that do not match?

Rows that do not match the join rules stay out of the allocation step. You can review them and decide whether to map them in a later rule or leave them unassigned.

How do I change the allocation rules?

Change the rules in words, then rerun the workflow. For example, you can change which accounts are allocated, which departments are kept as coded, or how headcount is used for the split.